YMCA of Greater Michiana
Job Title: Front Office Coordinator
FLSA Status: Non- Exempt
Leadership Level: Team Leader
POSITION SUMMARY:
The Front Office Coordinator serves as the first point of contact for visitors, families, and staff, creating a welcoming and professional environment. This role supports daily operations across multiple programs by managing front desk responsibilities, coordinating communication, and assisting with building-wide initiatives. The position requires strong organizational skills, effective communication, and the ability to collaborate across departments while maintaining confidentiality and compliance with all policies and regulations.
OUR CULTURE:
The YMCA of Greater Michiana exists to ensure every person has a sense of belonging, a place where they feel safe, supported, connected, and empowered to grow and thrive. We believe that when individuals experience belonging, they are more likely to develop healthy habits, strong character, meaningful relationships, and confidence in their future. Belonging is the foundation for personal growth, family stability, and stronger communities. The YMCA of Greater Michiana strictly follows a zero tolerance policy regarding child abuse.
ESSENTIAL FUNCTIONS:
Front Desk & Customer Service
- Serve as the first point of contact for visitors, families, and staff
- Answer and direct phone calls, emails, and inquiries to appropriate programs or personnel
- Manage front desk operations, including visitor check-in and check-out and building access procedures
- Respond to questions related to multiple programs and direct individuals appropriately
Communication & Coordination
- Serve as a liaison between programs, departments, and external partners
- Assist with communication between programs to ensure smooth coordination of shared resources
- Distribute building-wide communications, announcements, and updates
- Support internal communication systems to ensure all entities remain informed
- Assist with bus scheduling, routing communication, and transportation coordinator with families and transportation staff
Operations & Administrative Support
- Coordinate scheduling of shared spaces such as conference rooms and common areas
- Maintain an organized and functional office and shared spaces
- Support building-wide initiatives, events, and special projects
- Maintain a building-wide activities calendar
Program & Student Support
- Monitor students in the office as needed
- Administer basic first aid in accordance with training and policies
- Schedule hearing, vision, and dental screenings with the Berrien County Health Department
- Support the transition of GSRP students to Niles Community Schools
- Assist with student enrollment, registration, and intake paperwork
- Enter and maintain student information within applicable databases and systems
Community Partnerships & Programs
- Manage the Feeding His Sheep initiative in partnership with the Salvation Army
Compliance & Confidentiality
- Maintain confidentiality of sensitive information across multiple programs and entities
- Ensure adherence to organizational policies, licensing requirements, and data privacy standards
LEADERSHIP COMPETENCIES:
- Mission Advancement
- Collaboration
- Operational Effectiveness
- Personal Growth
QUALIFICATIONS:
- 2-4 years experience in customer service and office administration
- Previous experience working with children preferred.
- Ability to demonstrate leadership skills as well as effective interpersonal communication skills.
- Preferred valid CPR/AED, First Aid & Blood Borne Pathogens certification (or complete required training available to staff).
- Ability to handle and resolve conflicts.
- Dependable and punctual work ethics.
- Ability to be adaptable, organized, patient, and enthusiastic in a dynamic fast-paced setting.
- Alert at all times with attention to detail.
- Ability to work effectively and cooperatively with leadership and program staff.
WORK ENVIRONMENT & PHYSICAL DEMANDS:
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach, and must be able to move around the work environment.
- The employee must occasionally lift and/or move up to 50 pounds.
- Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
- The noise level in the work environment is usually moderate.
Pay: From $17.66 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
