Business Office Coordinator - Salt Lake City, United States - YWCA Utah

Description

Job Description

Position: Business Office Coordinator

Full Time Equivalency: Full Time

Hours/Week: 40

Compensation: $20.00/hr

Reports to: Vice President of Operations

Job Code: OPS-BO-COOR

Posted Date: 5/23/2024

Direct Report(s): Business Office Assistant

Organization Overview

Since 1906 YWCA Utah has been a voice for women, a force for change, and a place for hope. Our enduring belief is that better lives for women – all women – will lead to stronger families and communities. YWCA is Utah's most comprehensive provider of family violence services; our programs include walk-in services and a crisis line, emergency shelter, transitional housing, children's programs, and a vast array of supportive services. In addition to our work in the area of family violence, the YWCA also reaches out broadly into the community with offerings for every woman, including a nationally accredited childcare and early education center, leadership opportunities for women at all life stages, and opportunities to participate more fully in civic life.

Mission: YWCA Utah is dedicated to eliminating racism, empowering women,

and promoting peace, justice, freedom, and dignity for all.

YWCA Utah is an equal employment opportunity employer and values a diverse workplace.

Benefits – Full-Time

In addition to being a part of an organization dedicated to race & gender equity in Utah, benefits of working at YWCA include:

• Paid parental leave (six weeks after 12 months of employment)
• Generous package of vacation, sick, and bereavement time available to all employees (amount accrued varies based on hours/week)
• Health and dental insurance eligibility for employees, partners, and dependents
• 11 paid holidays
• Employer retirement contribution of up to 10.5% of gross annual salary when eligible
• Professional development with internal and external training opportunities
• Free Employee Assistance Program providing counseling options to employees, partners, and dependents

Position Summary

The Office Coordinator has a variety of campus-wide administrative functions, responsibilities, and special projects that help YWCA staff do their jobs well and strengthen the YWCA's connection with external constituencies such as donors, vendors, volunteers, and others. The role is to manage the business office and all related administrative functions; develop and implement systems and processes; supports campus operations and perform other administrative duties as required. This position will work closely and collaboratively with colleagues across the organization to create and maintain excellence throughout all YWCA programs and services.

Essential Job functions

Business Office

• Receive and receipt for cash receivables including but not limited to contributions, receivables, and in-kind donations, and process refunds following established procedures.
• Process petty cash requests, childcare billing, credit card processing, data entry, and other financial and clerical tasks.
• Provide support to all staff, including but not limited to:
• Work with development department on procedures and processes for the receipt of donations.
• Help YWCA staff secure items needed to do their jobs by fulfilling equipment and office supply requests; assisting with purchase orders; offering basic administrative support; assisting with special events; and doing basic data entry as requested.
• Provide supportive accounting and bookkeeping functions as needed and assigned for purposes of internal control and separation of duties, as well as to supplement existing staff capacity, for example: accounting for money received; taking deposits to the bank; assisting with special events; and distributing and tracking petty cash.
• Work with Finance department to maintain and discard records according to YWCA Utah's record retention policy.
• Provide backup support for front desk staff to always ensure coverage of the reception area during business hours.
• Procure and maintain YWCA merchandise and oversee quarterly inventory.

Office equipment, supplies, facilities rental

• Secure and maintain a checkout system for the use of all electronic and virtual meeting equipment (including projector, T.'s, cameras, etc.).
• Assist with setting up audio-visual equipment, computers, conference calls, and room reservations as requested. Train other staff as needed.
• Maintains office equipment and systems including copiers, printers, telephone equipment, fax machines, and the postage meter. Provide problem-solving and technical assistance in a timely manner to ensure minimal down time when possible.
• Procure and maintain inventory of office supplies, stationery, and other program supplies.
• Fulfil supply requests and ensure that resource rooms throughout campus are stocked with adequate paper, supplies, and forms.
• Collect office supplies and IT assets upon staff departure.

Campus Communications and Operations

• Maintain current assigned parking spaces and monitor use of the YWCA parking lot and parking garage so that only authorized persons are parking there; and update vehicle information/registration information required in vehicles, database, and files.
• Work with Maintenance staff and Asst Director to track on-site vendors and notify staff of vendors presence on campus.

Building Security

• Control building access by utilizing precautionary procedures. Recognize or identify individuals before allowing them entry.

Additional Duties & Responsibilities

• Work with the People and Culture Department to onboard new staff and ensure they have a functioning workspace prior to hire date.
• Keep all necessary records to ensure that work is conducted in accordance with agency, contractual, and legal requirements. Records are expected to be complete, accurate, and timely.
• Know and follow all established organizational and program/department- related policies, procedures and protocols.
• Satisfactorily perform all duties outlined in this job description.
• Uphold and act in accordance with the mission of the organization.
• Model YWCA community standards and encourage program participants and other staff to follow them.
• Monitor campus security in collaboration with all staff to protect the safety and well-being of program participants, staff, and visitors.
• Attending all required staff meetings, individual and/or group supervision, agency-wide staff and other training, as well as any other meetings and activities as requested.
• Maintain all certifications and licensing related to role, program licensing, and grant standards including but not limited to: CPR, First Aid, Food Handlers Permit, LCSW/CSW/SSW, etc.
• Demonstrate commitment to understanding and using Sanctuary Model principles, language, and tools in daily work.

Competencies & Essential Skills:

• Problem Solving/Analytical Thinker: Ability to solve and analyze problems effectively and efficiently.
• Communication/Interpersonal Skills: Ability to provide exceptional customer service to supporters, partners, board members and co-workers. Exceptional communication skills and ability to respond to difficult situations.
• Time Management: Ability to multitask and work efficiently within close time constraints. Ability to work under pressure and in a stressful environment.
• Business Knowledge: Ability to master the components of a multi-disciplinary and multi-programmatic organization and partner organizations. Knowledge and understanding of Anti-racism, gender equity and violence against women.
• Organization: Strong organizational skills and ability to prioritize efficiently and meet deadlines.
• Judgement and Decision Making: Ability to exercise initiative, sound judgement and problem-solving techniques in the decision-making process.
• Technology/Tools: Ability to use various computer systems and applications including proficiency in online and electronic communication strategies.
• Commitment to mission: Demonstrates commitment to YWCA Utah's mission and philosophy. Actively engages in YWCA Utah's anti-racism work.
• Compliance: Adhere to YWCA Utah's policies and is committed to act legally and ethically within the scope of the work.

Ideal candidates will have the following:

1. Welcoming & inclusive personality
2. General knowledge of direct victim services, violence against women and sexual violence issues; gender and race equity, from a feminist perspective.
3. Understanding of equity, anti-oppression, and trauma-informed philosophies.

Qualifications

• An understanding of, and agreement with, YWCA Utah's mission, values, and philosophy regarding the elimination of racism, empowerment of women and commitment to anti-oppression work and social justice.
• Understanding and commitment to issues of cultural diversity and anti-racism.
• Ability to work scheduled hours regularly, rarely weekends and evenings are required.
• Proficiency with general office duties, computer systems and technology.
• Excellent writing, interpersonal communication, and public speaking skills.
• Demonstrated ability to work independently, manage time, evaluate progress, and adjust activities to complete projects within established time frame.
• Demonstrated experience functioning within multidisciplinary settings.
• Skilled in establishing effective working relationships.
• Ability to collaborate and invite collaboration.
• Able to demonstrate skills in effective communication, conflict resolution and problem solving.
• If driving on business, a valid Utah driver's license, access to an automobile, and valid auto insurance are required.

Physical/Sensory Demands

Work is generally performed in a safe and comfortable office environment. While performing the duties of this job, the employee is regularly required to: sit for extended periods; use a computer to enter data; use the telephone to converse with customers and employees; walk and stand for prolonged periods; perform repetitive wrist, and, and/or finger movement. Travel to attend conferences, training, outreach, and other events occurs routinely. Rarely required to lift 30 lbs.

Equal Opportunity Employer

YWCA Utah is an Equal Opportunity Employer (EOE). If you need assistance or accommodation during the application process due to disability, it is available upon request. No applicant will be penalized because of such a request.