Front Desk Coordinator (Part-Time)

Description

The Front Desk Coordinator supports the front desk, data management, and administrative functions at a branch location. It is understood that much of the member/family information this position oversees will be confidential and shall not be discussed with anyone outside of BGCGTC leadership personnel. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload. Responsibilities include volunteer management, grant administration, administrative duties, operations support, and data entry/evaluation.

Functions And Responsibilities

Data Management:

• Accountable for daily operations of data management systems, with specific responsibility for membership information oversight
• Serve as a primary data resource for branch operations staff
• Act as internal data auditor to ensure accuracy and compliance with operational processes for all applicable data systems
  
  

Grant Support

• Provide support for the completion of branch grant objectives related to reporting or data-specific activities
• Coordinate with branch leadership to ensure all grant reporting is completed on time and accurately
  
  

Administrative Duties

• Completes a broad variety of administrative tasks including answering the phone; managing calendar appointments; completing reports; filing, copying, scanning, composing, and preparing correspondence; compiling documents for meetings and training; data entry, running reports, making purchases, and all other related administrative duties as assigned
• Complete all administrative duties with accuracy and by deadline
• Communicate with branch leadership to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
  
  

Operations Support

• Provide support to all branch operation functions as needed
• Work in conjunction with other internal departments to identify, communicate, and resolve operational issues
  
  

Customer Service

• Act as the primary initial point of branch contact for all persons entering or calling the facility during program hours
• Build strong, positive relationships with youth, parents/families, and community stakeholders through high-quality customer service practices
  
  

Administrative Compliance

• Complete all required reports and administrative duties on time
• Collect and manage required data and internal and external reporting. Ensure accuracy of data and reporting.
• Comply with all administrative policies and procedures, processes, and controls
• Accountable for accurate and timely paperwork, reports, and data entry
• Accountable for utilizing all BGCGTC communication tools regularly and effectively
  
  

Facility & Safety

• Provide primary safety oversight for the daily check-in / out process of youth and visitors
• Manage the vestibule area of the branch facility (where applicable) to ensure all activities align with the organization’s standard safety procedures for this area
• Accountable for adherence to all organizational health and safety policies and implementation of all safety practices and procedures at assigned work location(s)
• Take all necessary and reasonable precautions to protect members, staff, equipment, materials, and facilities. Abide by facility maintenance protocols and procedures to ensure compliance
• Accountable for reporting incidents and completing documentation within the required timeline
  
  

Relationships

• Be a positive role model
• Maintain emotional control and make good decisions under pressure
• Represent the Boys & Girls Club in a positive manner
  
  

Attendance

• Regular attendance is required; arrive on time, work required hours/shift, and leave at the scheduled time
  
  

Requirements

Education and Work Experience Requirements:

• High School diploma or equivalent; some college preferred
• Two years of responsible administrative experience with demonstrated ability to perform duties
  
  

Minimum Qualifications Requirements

• Ability to work regular business hours
• Ability to accurately handle multiple tasks simultaneously with accuracy
• Ability to build rapport and relationships
• Ability to work well with all levels of internal management and staff
• Ability to work well with external stakeholders
• Ability to maintain confidentiality at all times
• Ability to think critically and logically
• Effective oral and written communication skills
• Efficient typing skills and administrative skills
• Ability to be detail-oriented and efficient
• Excellent customer service skills
• Excellent problem-solving skills and possess good judgment
• Excellent phone and email etiquette
• Advanced organizational and planning skills
• Knowledge of database systems and ability to perform data entry
• Experience with Google Suite and Microsoft Office
• Must be able to pass agency background screens and drug screens at any time
• Must have reliable transportation, liability insurance, satisfactory driving record, and a valid driver’s license for operation of a motor vehicle relevant to carrying out duties
  
  

Preferred Qualifications

• Bilingual
• Advanced technical understanding and experience with computer technology and software programs, particularly Google.
• Advanced ability to create spreadsheets using formulas
• Customer service experience
• Work experience with or program knowledge of the Boys & Girls Club Movement (national and/or local Club) is an advantage
  
  

Salary And Benefits

• Starting pay: $14.00 hourly
• Benefits: Eligible for Paid time off (PTO) and holiday pay
  
  

The Boys & Girls Clubs of Greater Tarrant County is an equal opportunity employer. It maintains policies and practices that are designed to prevent discrimination against any qualified employee or applicant on the basis of race, color, religion, ancestry, national origin, sex, age, marital status, sexual orientation, disability and medical condition to the extent protected by law. This policy of nondiscrimination applies to all employment practices, including hiring, compensation, benefits, promotion, training, and termination.