MCBL Program Coordinator

Job Title: WBC Program Coordinator

Employment Type: Full-Time

FLSA Status: Non-exempt

Department: Patsy T. Mink Center for Business & Leadership

Job Summary

Women's Business Center Program Coordinator - Job Description and Qualifications

Job Location: Patsy T. Mink Center for Business & Leadership at YWCA O`ahu

The Patsy T. Mink Center for Business & Leadership (MCBL) shall exist under the auspices of YWCA O`ahu to provide technical assistance to women entrepreneurs, nascent and established. It shall also provide training and other forms of support, such as coaching and networking to individuals and groups, consistent with the mission and objectives of YWCA O`ahu.

The Program Coordinator is responsible for planning and coordinating all operational facets of MCBL. This position requires a person with attention to detail and professionalism; a person dedicated to helping women (and men) from all backgrounds develop the skills and expertise they need to become small business owners and leaders in their organizations.

Essential Duties

• Organize and maintain all records, reports, daily operations and communication of MCBL activities and events.
• Schedule client appointments for business and legal counseling, providing initial assistance and answering questions; handle appointment confirmations, reminders and maintain both schedules.
• Generate and send invoices to clients for paid counseling; ensure payment is made prior to appointment.
• Coordinate counseling schedules with MCBL business counselors and facilitators to communicate schedules regularly.
• Oversee daily operations of the Center, including office equipment, computer systems, supplies, scheduling maintenance, etc.
• Perform general office duties, including filing, recordkeeping, client services, answering the phones and assisting walk-ins, etc. with the highest quality customer service.
• Coordinate small business and leadership programs, workshops, events, and meeting logistics, including scheduling, booking, catering arrangements, communicating with attendees and presenters, assembling/printing materials (i.e. PowerPoint, handouts, nametags, binders, name tents, sign-in sheets, etc.) and other related duties. For online programming: create Zoom/Teams link, role as designated tech throughout the event to ensure the highest level of customer service.
• Maintain digital events and client files
• Communicate and promote events to YWCA staff, SBA, resource partners, community partners, etc. to attain optimum enrollment and participation.
• Responsible for required semi-annual uploads through CenterIC (CRM) and NEXUS (SBA database).
• Act as administrative assistant to Director and Program Managers for special projects, Advisory Board Meetings, MCBL committees, and MCBL SOP and report requirements.
• Serve as liaison to YWCA staff and work to support various functional areas of the center.
• Maintain client database, including collecting data, data entry, ensuring quality and privacy control of client database, tracking of evaluations and client feedback for continuous improvement through CenterIC and Constant Contact.
• Generate monthly e-newsletter and maintain contact lists.
• Generate monthly board news content and work with graphic designer to complete.
• Collect In-Kind Donation Forms; record all donations, grants, program income, etc. in Excel tracking sheet.
• Write and edit various communiques including press releases, marketing copy, event flyers and graphics, thank-you cards, proposals, etc.
• Adheres to YWCA policies and consistently upholds established procedures and processes pertaining to membership, hospitality, and YWCA programs.

Working Conditions

• Work performed in an air-conditioned office.
• Able to travel as needed and work independently offsite at events.
• Evening and weekend work required as scheduled.
• Equipment use: Telephone, desktop computer, laptop computer and photocopier.
• Mental demands: Mathematical ability required for data collection. Patience and courtesy are necessary when dealing with the public. Requires ability to prioritize multiple tasks. Attention to detail essential for data entry and administrative tasks. Ability to function well in a fast-paced work environment.
• Physical Demands: Prolonged periods of sitting and standing while using the computer. Lifting printed material; assembling and rearranging furniture frequently for training and events. Ability to lift up to 50 lbs.

Qualifications

• Candidate should possess strong analytical, interpersonal, and communication (oral and written) skills.
• Skilled in project development and implementation, with experience in successfully managing complex projects that involve multiple participants to achieve results. This includes coordinating multiple events, their organization and implementation.
• Able to work and communicate with diverse groups of people including the advisory board, donors, clients, program and workshop participants, event attendees, the public and other staff.

Education and Experience

• Strong business and communication (oral and written) skills.
• Technical capability with proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Canva, electronic databases and online email marketing platform (Constant Contact), and online meeting platforms (Zoom and Teams).
• Prior nonprofit experience preferable.
• Bachelor's degree preferable.

Oversight and Accountability

The Program Coordinator works collaboratively with the WBC Program Coordinator on a daily basis, while supporting the Director. Reports directly to the MCBL Director.

Compensation

This is a full-time/nonexempt position as an employee of YWCA Oahu, with an hourly salary and YWCA benefits commensurate with qualifications.

This job description is not intended to be all inclusive. It is understood that the employee will also perform other reasonable related business duties. Job descriptions are reviewed periodically and may be revised if deemed necessary. This job description is not a written or implied contract

Supervisory Responsibilities

This job has no supervisory responsibilities.