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eliminating racism empowering women YWCA greater pittsburgh

JOB TITLE: Administrative and Data Coordinator


Reports to: Director of Resource Center

FLSA Classification: Non-Exempt  
Job Grade: 1
Hiring Range: $10.95 to 15.25/hr
Department:   Resource Center

JOB SUMMARY:

Provide administrative and data support for the resource team and Director. In addition to typing, filing and scheduling, perform duties such as coordination of meetings, obtaining supplies, coordinating mailings, and working on special projects. Deals with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Maintain up-to-date database through data entry, prepare reports on demographic and statistical data for multiple programs. Independent judgment is required plan, prioritize and organize diversified workload. Serve as a backup for other YWCA programs.

MINIMUM QUALIFICATIONS:

High School Diploma or equivalent with at least one (1) year of relevant experience.

KNOWLEDGE AND SKILLS:

Proficiency in Microsoft Office is required. Strong interpersonal skill, effective communicator, experience managing telephone calls and conducting data entry, extremely organized, and strong attention to detail are required. The ability to work on several projects at one time is necessary, and ability to create and/or maintain a filing system and data bases. Ability to operate various office machines/equipment is essential.

ESSENTIAL RESPONSIBILITIES:

• Provide clerical support for the efficient operation of the department.
• Sort, open, date/time stamp, and deliver in-coming mail and postmark out-going mail.
• Create reports and spreadsheets for departmental use as needed.
• Provide quality customer service including answering calls, scheduling appointments, processes documents and answering questions.  Manage walk-ins.
• Maintain a constant supply of department forms and work-related materials/supplies.
• Responsible for filing and maintaining the integrity of the filing system.
• Responsible for taking minutes at department meetings and responsible and subsequent distribution and filing of said documents.
• Coverage of Front Desk/Receptionist duties as needed and assigned.
• Provide assistance/back-up to other clerical staff regarding the day-to-day operations of the YWCA.
• Ensure data is entered timely, and accurately.
• Prepare reports for management as requested.
• Maintain high levels of consumer satisfaction.
• Maintain confidentiality at all times.
• Route clients in crisis situations to appropriate YWCA Staff.
• Work in conjunction with co-workers and management to achieve Affirmative Action goals.
• Display consistent professionalism and courtesy at all times and maintain a high level of customer satisfaction.
• Promote and supports the mission, imperative, values and goals of the YWCA
• Participate in professional development opportunities and successfully implementing new skills, knowledge and procedures.
• Perform other duties as assigned.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS: 

• Ability to lift, carry and otherwise move up to 15 pounds on a regular basis
• Ability to sit, stand, bend, kneel, reach, push, pull, or walk for various lengths of time throughout the day
• Ability to utilize computer equipment to complete daily work responsibilities
• Ability to operate fax/copy machines, telephone, calculator and general office equipment on a daily basis
• Daily work in an office environment and with frequent travel to client sites with exposure to weather conditions
• Available to work 7 hours per day and/or 35 hours per week or more as necessary to meet Association objectives.
• Ability to travel for meetings, agency trainings and other miscellaneous work assignments within or outside of Allegheny County.
• Available to work some evenings or weekends if needed for outreach or Vita Tax Site duties.

The above statements reflect the general duties and responsibilities considered necessary to perform the essential functions of the job.  This document should not be considered a fully detailed description of all the work requirements of the position. The YWCA Greater Pittsburgh may change the specific job duties with or without prior notice based on the needs of the organization.

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Did you know?

According to the Center for Disease Control, African American women are over three times more likely to be murdered with a gun than white women.

Read more about YWCA's position on gun violence.


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