Description

YWCA Tulsa is seeking a full-time Administrative Coordinator to oversee our South Office Location. The Administrative Coordinator is responsible for performing a variety of administrative tasks, including scheduling, answering phones, coordinating calendars, submitting translation and interpretation requests, and managing office supplies and inventory. The Administrative Coordinator supports staff members in all Case Management, Legal, Interpretation and Translation programs. 

Requirements

Student/Client Relations 

• Ensures a friendly, welcoming environment, greets all clients, family, staff, and other visitors. 
• Takes calls, greets walk-ins, and ensures current and prospective clients receive needed information and direction quickly and efficiently. 
• Refers clients to the appropriate staff person. 
• Assists clients in completing enrollment forms and other intake documents. 
• Identifies incomplete information and works with staff to obtain missing information to ensure accurate and complete client information. 
• Processes and coordinates requests for all programs and services. 
• Maintains strict client confidentiality at all times. 

Operations Management 

• Coordinates front desk operations administrative procedures. 
• Answers agency phone lines and provides information and referrals to callers and walk-ins. 
• Processes mail. 
• Oversees supply inventory for the Education office and orders supplies on a regular basis. 
• Maintains department calendars and staff schedules, including client appointments, meeting room reservations, department activities and programmatic events. 

Administrative and Programmatic Support 

• Provides administrative support to staff.
• Provides back up support to the administrative staff of other I&R teams as needed. 
• Assists with special events as needed. 
• Maintains staff phone list, email distribution lists, and birthday and anniversary lists. 
• Coordinates internal and external meetings, conferences, travel and other events as requested, including arranging necessary materials, food, beverages, and audio-visual needs. 

Required Qualifications

• Be an advocate for the mission, values and goals of the YWCA Tulsa. 
• Highly organized, attention to detail, effective time management skills, strong follow-through. 
• Ability to lead projects, multi-task and work with minimal supervision, and consistently meet deadlines. 
• Shows initiative in all aspects of the job. 
• High level of professionalism and confidentiality while remaining flexible, proactive, and resourceful in meeting the daily responsibilities of the position. 
• Strong customer service skills, interpersonal skills and team player. Presents a positive attitude, flexibility and adaptability in our fast-paced environment. 
• Ability to analyze complex problems and identify practical and creative solutions. Be able to gather information, make decisions in a timely manner, and communicate findings in an efficient manner. 
• Works effectively with all employees and members of all races, religions, sexes, national origins, ages, sexual orientations, gender identities, and gender expressions; and without regard to disability status, genetic information, marital status, or status as a covered veteran. 
• Works on skills that can help communicate his/her point to an audience belonging to a completely different identity and/or background. These differences can be identity-based, geographical, ethical, political, or historical. 
• Openness to engaging conflict in a positive and proactive manner with the goals of finding solutions, producing change, and bringing together opposing parties. 
• Strong commitment to learning, growth and continuous improvement. 

Education Requirements 

• Three to five years of administrative/office management experience. 
• Associate’s degree in secretarial science, business administration, or a related discipline desired. 
• Intermediate IT skills, including word processing, spreadsheets, and use of various databases. Intermediate knowledge of relevant software such as MS Office (Word, Excel, Outlook, and PowerPoint). 
• Fluent in English required. Second language ability desired. 

Benefits and Perks:

• Flex work agreement
• Medical Benefits
• Commuter Benefit Plan
• Dental Benefit Plan 100% employee paid by employer
• Vision Care Benefits
• Short Term Disability 100% employee paid by employer
• Paid Time Off
• Paid Holidays
• Social Justice Days
• Cell phone reimbursement

Pay: $42,000 / year

We are an equal opportunity employer and welcome all qualified candidates to apply.