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Program Secretary

YMCA Cape Cod
Job Description
POSITION SUMMARY:
Responsible for the performance, integrity, and security of a database. Provides planning and development of the database, as well as troubleshooting any related issues on behalf of the users. Ensures data remains consistent across the database. Provides administrative support & database management to organizational development department and program operations, except camp and childcare.  Responsible for greeting visitors and delivering exceptional customer service assistance. Answers calls and fielding them, accordingly, addressing visitor questions and needs, and providing an overall welcoming environment.
 
OUR CULTURE:
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day.  We are welcoming:  we are open to all. We are a place where you can belong and become.  We are genuine:  we value you and embrace your individuality.  We are hopeful:  we believe in you and your potential to become a catalyst in the world.  We are nurturing:  we support you in your journey to develop your full potential.  We are determined:  above all else, we are on a relentless quest to make our community stronger beginning with you.
 
ESSENTIAL FUNCTIONS:
  1. Administer setup functions in Daxko for YMCA membership and program registration sessions.
  2. Generate reports for assigned areas and distribute as assigned.
  3. Audit and validate database information for accuracy and completeness.
  4. Manage assigned donor databases for organization development activities including Daxko & Greater Giving.
  5. Manage balance due/collection reports for development, membership and programs (except child care and camp).
  6. Set up all special events in Daxko for ticket purchases and manage event RSVPs as needed.  Provide accurate database lists for the distribution of invitations for all events in partnership with Marketing & Communications.  Manages in-person event registration at assigned events.
  7. Maintains donor gift prospect information in Daxko database and donor files.  Maintains database files on local community leaders and dignitaries.
  8. Builds and maintains all campaign hierarchies in Daxko Fundraising.
  9. Process all donor transactions.  Administer mailings, pledge bookings, and gift acknowledgements.  Ensure planned tasks and recognition of donors are completed in a timely manner.
  10. Generate campaign & grant invoices and distribute year-end tax statements.
  11. Record & reconcile employee pledge payments within Daxko utilizing payroll deduction reports.
  12. Coordinate and schedule meetings and reserve appropriate room space.
  13. Attend appropriate Development Committee meetings.  Maintain up to date committee member rosters and contact distribution lists.  Prepare and distribute agendas and meeting invitations. Record and distribute minutes in a timely manner.
  14. Serve as the receptionist for the organization’s administrative offices.  Answer, field, and respond to phone calls providing excellent customer service. Maintain a professional, positive customer service environment.
  15. Assist with internal print/copy needs of the organization.  Receive and sort administrative staff mail.  Postmark outgoing organizational mailings.
  16. Maintain records and an accurate and organized filing system.
  17. Complete projects and assignments, as necessary.
  18. Attend staff meetings and trainings.
  19. Follow all YMCA policies, rules, regulations, and procedures, including emergency and safety procedures.  Complete reports, as necessary.
The above statements are intended to describe the general nature and level of work performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed in such a position. Job descriptions are subject to periodic review and approval.
 
LEADERSHIP COMPETENCIES:
Communication & Influence:  Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause.
Critical Thinking & Decision Making: Makes informed decisions based on logic, data, and sound judgment.
Fiscal Management: Manages the Y’s resources responsibly and sustains the Y’s nonprofit business model.
Functional Expertise: Executes superior technical skills for the role.
Program/Project Management: Ensures program or project goals are met and intended impact occurs.
 
QUALIFICATIONS:
Education:
Associate’s of Applied Business or related field or equivalent.
 
Experience:
  1. Two years’ experience in database entry and management
  2. One year of related administrative experience.
  3. One-year previous experience managing multiple tasks effectively and efficiently. 
  4. Mastery of MS Excel functions such as:  PIVOT TABLES, VLOOKUP, SUMIF/SUMIFS, SUMPRODUCT, IF FUNCTIONS, DATA FILTERS, DATA SORTING, & CHARTS. 
  5. Proficient in all standard Microsoft business software.
  6. Prior receptionist experience preferred.
  7. Experience in customer service and relationship building. 
  8. Experience in the use of office equipment, copiers, postage machine, folding machine, etc.
 
WORK ENVIRONMENT & PHYSICAL DEMANDS:
Must have the capability to engage in the physical activities’ incidental to the job, including without limitation, the capability to:
Regularly stand; use hands to finger, handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk and hear. Frequently required to walk; sit and taste or smell. Lift and move equipment and furniture as necessary. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 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.
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