Member Services Representative Coordinator

DescriptionCompany Overview

The Olympic Peninsula YMCA is a non-profit organization that oversees Y programs and focuses on youth development, healthy living, and social responsibility. Our mission is to build healthy minds, bodies, and spirits throughout the communities we serve. We strive to promote the values of caring, respect, responsibility, and honesty. We are open to people of all ages, beliefs, incomes, races, genders, and abilities.

Job Description/General Function

The Member Services Coordinator will be responsible for the daily operation of the Member Services office, Playcare, and general business support systems. Ensure timely and accurate processing of member applications, program registrations, billings, and communications.

Responsibilities

Process and respond to all member complaints and/or disputes and directs to appropriate staff as needed
Responds to telephone, data, and office equipment technical problems and contacts maintenance/support as needed
Assists members with billing issues and online registrations when needed
Assist in planning and implementation of special program registrations and events
Monitors the system of ordering merchandise, business, and other office supplies
Maintain Google calendar and YMCA vehicles* calendar to ensure scheduling accuracy of facilities, meetings, vehicles, and program class offerings. *Not all branches have a Vehicles calendar
Process all Member Support applications
Ability to perform MSR duties as needed
Assist in the recruitment, ongoing training, development, and evaluation of Membership staff and Playcare aides
Establishes new program activities and expands program(s) within the community in accordance with the Association and branch strategic plans
Ensures all safety procedures are followed and that all programs follow YMCA standards, all relevant regulations, and other applicable standards
Works with the Branch Executive and Marketing to develop, produce, and distribute branch and program information to promote participation
Manages the budget for assigned areas, follows guidelines, and meets deadlines outlined by the Finance Director
Ensures upkeep of related facilities and equipment
Ensures records of staff trainings and certifications are current and complete
Be accountable for coverage of all assigned MSRs and Playcare aides shifts and cover in the absence of a scheduled staff member
Lead all Member Services and Playcare in-service trainings and meetings, collaborate with other leadership staff as needed
Attend staff meetings and trainings as required and complete all online trainings which includes child abuse prevention training within 7 days of hire
Upholds YMCA policies for safety, supervision, mandated reporting, and risk management. Adheres to policies related to boundaries with youths

Daxko Data Systems Management

Works with Billing Coordinator and Administrative Coordinator to maintain systems for the timely and accurate preparation and distribution of billing invoices and receipts for membership dues, program, and fundraising campaigns and events
Approve credit card and EFT refunds
Daily deposits and bank runs

QualificationsRequired Skills and Experience

One or more years of related experience including staff supervision
Experience with program development and budget management
Strong administrative and computer skills, including working with Microsoft suite, Google suite, program and operating software, and internet applications
Ability to process and problem-solve complex registration processes
Ability to respond to safety and emergency situations
Ability to relate well and communicate effectively to a diverse group of individuals in all circumstances
Pass a comprehensive background check
Have a high school diploma or equivalent
Be 21 years of age or older
Have a current CPR and first-aid certificate or be able to obtain one within 30 days of hire

Additional Expectations and Duties

Attends staff meetings and trainings as required and complete all online trainings which include child abuse prevention training within 7 days of hire
Upholds YMCA policies for safety, supervision, mandated reporting, and risk management. Adheres to policies to boundaries with youths
Reports suspicious or inappropriate behaviors and policy violations in accordance with mandated reporting requirements
Responsible for general housekeeping tasks to ensure the workspace is always clean
Submits hours worked accurately on the electronic timecard, within timelines for supervisor approval
Passion for high standards and beliefs in the YMCA mission of youth development, healthy living, and social responsibility
Flexible schedule as needed as on occasion may need to work evenings and/or weekends
Other duties as assigned by supervisor

Working Conditions

Environment

Office environment with occasional interruptions
The noise level in the work environment is usually moderate
Evening and/or early morning, and/or weekend hours periodically
Occasional travel required

Physical Abilities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time, including long periods of sitting, keyboard entry, use of office equipment, use of computer monitor
Ability to speak concisely and effectively communicate
Be able to communicate using a computer and phone/smart device
The employee frequently is required to sit and reach and must be able to move around the work environment
Visual and auditory ability to respond to critical situations and ability to act swiftly in an emergency
Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
May require physical effort and cardiac endurance while reaching with hands and arms, stooping, kneeling, crouching, standing, walking, balancing, bending, leaning, kneeling, walking, and climbing
Carrying supplies, up to 25 lbs.

Driver Requirements

Private Vehicle, Requesting Reimbursement

Valid driver’s license
Proof of insurance

YMCA Vehicle

18 years of age or older
Valid driver’s license
Driving record which meets or exceeds YMCA standards, driver records request will be submitted