Admin, Events, & Volunteer Coordinator

Position Summary

The Admin, Events, & Volunteer Coordinator at YWCA Greater Lafayette plays a crucial role in providing exceptional customer service and administrative support to ensure the smooth operation of the organization. As the first point of contact for visitors and clients, the AEVC will create a positive and welcoming atmosphere, answer inquiries, and assist in various administrative tasks to support the YWCA's mission.   This role will also play a crucial part in event planning and volunteer coordination. 

Essential Responsibilities

Customer Service

• Greet and welcome visitors and clients in a friendly and professional manner.
• Respond to inquiries in person, over the phone, and via email, providing accurate information about YWCA programs, services, and events.
• Provide excellent customer service by addressing concerns, resolving issues, and directing individuals to appropriate staff members or resources.
• Responsible for managing access to the building by utilizing a buzzing system. Monitor and control entry to ensure the safety and security of all visitors, clients, and staff members.

Administrative Support

• Manage incoming calls, redirect calls to appropriate personnel, and take messages as needed.
•  Assist with basic administrative tasks such as data entry, filing, photocopying, and maintaining records.
•  Maintain the front desk area in an organized and tidy manner, ensuring informational materials are up-to-date and readily available.

Event Planning

• Assist in social media targeted to each event in the calendar
• Coordinate logistics, such as invitations, venue selection, catering, and audiovisual equipment
• Develop event plans, including timelines, budgets and vendor lists
• Oversee event set up, breakdown and cleanup

Volunteer Management

• Train and manage volunteers for various events
• Assign tasks and responsibilities to volunteers
• Provide clear communication and guidance to volunteers
• Manage volunteer database

Cash Handling

• Handle cash transactions, ensuring accuracy and proper documentation.
• Maintain and reconcile cash drawer and report any discrepancies to the appropriate personnel.

Requirements and Qualifications

• High school diploma or equivalent. Some college coursework is a plus.
• Excellent interpersonal and communication skills.
• Strong customer service orientation and a positive attitude.
• Proficiency in using computers, basic software (Microsoft Office), and office equipment.
• Graphic design skills a plus (InDesign, Adobe Creative Suite, and Canva)
• Ability to handle cash transactions accurately and responsibly.
• Experience with QuickBooks a plus
• Organizational skills and attention to detail.
• Prior experience in customer service, reception, or administrative roles is preferred.
• Knowledge of YWCA's mission and programs is a plus.

Additional Requirements

• Employment in this position requires a criminal background check, fingerprint check, and adherence to ethical standards.
• YWCA Greater Lafayette is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.
• The statements within this job description are intended to describe the general nature and level of work being performed by employees assigned to this position and are not an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.