Program Coordinator

Description

The Program Coordinator serves as the receptionist, front desk monitor and administrative support of the Raymond E. Santmyers Student Union & Activity Center, under the direction of the Student Union Director. The Program Coordinator is responsible for three highly important areas of service:

(1) providing exceptional customer service experience, including answering the phone in a courteous manner and directing calls; greeting guests; checking members in and out; directing and assisting volunteers; and conducting tours;

(2) promoting Student Union membership and programs, including maintaining a master schedule of events and programs; providing general information about the center and Reaching Out Now;

(3) and serving as a pleasant, professional first point of contact for all visitors, members, and volunteers; monitoring the security and safety of the building, members, and volunteers. These three areas of service and consistent high-touch service delivery are critical to the success of the Student Union.

The Raymond E. Santmyers Student Union & Activity Center serves as the Hub of Reaching Out Now. Under the umbrella of Leadership, Empowerment and Service, Reaching Out Now’s collection of programs and services currently includes YES Leadership Programs, Service Programs, Empowerment Programs, and Future Programs.

While diverse in nature with unique operations in serving our youth, all these programs and services are run based on a common set of core values, on developing youth through leadership, empowerment and service, to support them in becoming individuals who contribute to their communities, lead successful lives, and achieve future aspirations.

The Student Union is operated in partnership with Warren County, which owns the building, and with the cooperation and support of the Town of Front Royal and Warren County Public Schools.

Please submit a cover letter and resume https://wkf.ms/431zs8R

Job Duties

Calendar and Coordination Administration:
Assists with the coordination of membership enrollment, partner organization, summer camp registration, and program activities; assists in planning and coordinating special events, workshops and seasonal programs.
Schedule appointments, meetings as needed.

Compliance Administration:
Respects and maintains the confidentiality of Club members’ and their families’ information.
Follows and adheres by employee protocols.

Public Relations:
Conducts facility tours and membership orientations as needed.
Cultivates and develops relationships with members, parents and volunteers.

Ensures safe, socially appropriate behavior throughout the building. Monitors video surveillance; immediately reports unsafe behavior or suspicious activity to the Student Union Director.

Oversees check in/out of club members and visitors following established procedure.

Represents the programs in a professional and positive manner by maintaining a neat, orderly, and professional appearance and responding to inquiries in person, over the phone, or online, with courtesy and professionalism. Refers concerns or complaints to the Student Union Director.

Takes responsibility for the front desk area including maintaining a neat and orderly appearance, greeting all members and visitors.

Clerical Duties:
Daily :
Prepares general correspondence and performs routine data entry as directed by the Student Union Director.
Receives, sorts and distributes mail in a timely manner; forwards mail to the appropriate person and/or destination; collects and prepares outgoing mail.

Weekly :
Maintains and updates master calendar of all programs, classes, events, and facility reservations.
Prepares and maintains records and reports in an accurate, consistent, thorough, and timely manner.
Works with the Student Union Director to maintain enough inventory of office and program supplies.

Monthly:
Assist Center Student Union Director as needed with compiling and entering statistical data related to membership, programs and administrative records; ensures the accuracy and completeness of the same.
Meets with Center Student Union Director to review upcoming calendar and events and to prepare accordingly.

Skills Required

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge, Skills & Abilities:
Experience working with children, adolescents, families, and community members.
Excellent communication skills both written and verbal.
Ability to adapt communication style for varying audiences to explain needs and means with clarity and understanding, patience and respect.
Ability to clearly communicate roles and responsibilities to individuals and groups.
Ability to read, interpret, and implement procedures, including emergency operating procedures.
Fluency in Spanish a plus.
Exceptional interpersonal skills and human relation skills that positively benefit interaction with children, teens, internal and external stakeholders.
Ability to work with people of diverse backgrounds and circumstances.
Ability to interface with everyone respectfully and professionally.
Sensitivity to problems or challenges – The ability to identify when something is wrong or is likely to go wrong, with the skill to effectively communicate in a professional, consultative manner and report to the Student Union Director.
Ability to anticipate and utilize innovative thinking to suggest improvements to processes where needed.
Ability to multi-task, follow instructions, and complete tasks in a safe and effective manner.
Ability to operate basic technology and other equipment including printer, and computer with Windows and Microsoft Office, well as willingness to learn.
Ability to support and coordinate activities and events.
Attentive to detail and good organizational skills.
Perseverance and a positive attitude.

Work Schedule

Schedule:

Part-time employment, flexibility required as needed. The Program Coordinator is expected to be on site for the Student Union’s traditional operating hours of 3:30 pm to 7:30 pm during the school year. Employee can expect to be paid for 11 federal holidays.

Reaching Out Now follows the academic calendar for WCPS, including holidays and school closures.

Days and schedule will vary around the center’s activities, which can include, but may not be limited to, occasional weekends, holidays, or other events outside the normal WCPS operational calendar.

Summer hours may be available depending on the organization budget and planned activities.

Additional Info

All employees must
adhere to a background and employment reference verification, possess a valid and clean driver’s license and/or a reliable source of transportation, and obtain CPR/First Aid Certification within three months of employment. High school diploma required

Physical Requirements:
Work requires the ability to lift and carry and/or push/pull moderately heavy (25-50 lbs.) materials, supplies and equipment. Required to grasp objects, push and pull objects, bend, stand, walk, squat or kneel.

The position requires moderate to high mobility to move comfortably around the Student Union, including outside area, to actively engage with students and conduct tours. At least one-third of the work will require standing, walking, and occasional running. The Program Coordinator must also be able to sit at a desk comfortably while working on a computer, for extended periods of time to accomplish administrative and fiscal duties.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reaching Out Now is an equal opportunity nonprofit employer.

Working Conditions:
Work is performed on site. Frequently required to sit and reach; and must be able to move around the work environment. The noise level in the work environment is usually moderate, but can become loud and chaotic, particularly during special events.

Work will typically be indoors in a heated and air-conditioned office or location, with a mixture of natural, incandescent and fluorescent light with moderate noise levels or be subject to working conditions.

Work may require performance of duties where exposure to communicable and infectious diseases is possible.

Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. Eye-hand coordination and manual dexterity are required.