Administrative Coordinator

Position Description:

YWCA Tulsa is seeking a part-time Administrative Coordinator to oversee our East Education location. The Administrative Coordinator is responsible for performing a variety of administrative tasks, including scheduling, answering phones, coordinating calendars, submitting translation and interpretation requests, and managing office supplies and inventory. The Administrative Coordinator supports staff members in all Education programs, while providing back-up support to administrative staff across all YWCA programs.

Working hours are Tuesday, Wednesday, Thursday 9:30am to 4:00pm. During semester start and end, hours will change to Tuesday 9:30am to 4:00pm, Wednesday and Thursday 1:30pm to 8:00pm.

Principal Responsibilities and Duties:

Student Relation and Duties:

• Ensures a friendly, welcoming environment, greets all students, family, staff, and other visitors.

• Takes calls, greets walk-ins, and ensures current and prospective students receive needed information and direction quickly and efficiently.

• Refers students to the appropriate staff person.

• Assists students in completing enrollment forms and other intake documents.

• Identifies incomplete information and works with staff to obtain missing information to ensure accurate and complete student records.

• Processes and coordinates requests for all programs and services.

• Maintains strict student confidentiality at all times.

• Process and log client payments for services

Operations Management:

• Coordinates front desk operations administrative procedures.

• Answers organization phone lines and provides information and referrals to callers and walk-ins.

• Processes mail.

• Oversees supply inventory for the Education office and orders supplies on a regular basis.

• Maintains department calendars and staff schedules, including student appointments, meeting room reservations, department activities and programmatic events and official holidays.

Administrative and Programmatic Support:

• Provides administrative support to staff.

• Provides back-up support to the administrative staff of other YWCA teams as needed.

• Assist with special events and after-hours events like first day of class and evening class registrations.

• Maintains Education staff phone lists, email distribution lists, and birthday and anniversary lists.

• Arrange necessary program materials and assist with audio-visual needs.

• Organizes and maintains kitchen supplies.

• Participates in YWCA functions and community events as needed and requested by their supervisor.

• Attends training/staff meetings related to job responsibilities as approved by their supervisor.

• Duties, responsibilities, and activities may change at any time with or without notice.