Program Coordinator

Jan 11 2020
YWCA Oahu |Honolulu|Full Time
Job Description


The Patsy T. Mink Center for Business & Leadership (“MCBL”) shall exist under the auspices of the YWCA of O`ahu to provide technical assistance to women entrepreneurs, nascent and established.  It shall also provide training and other forms of support, such as coaching and networking to individuals and groups, consistent with the mission and objectives of the YWCA of O`ahu.


The Program Coordinator is responsible for planning and coordinating all operational facets of MCBL.  This position requires a person with attention to detail and professionalism; a person dedicated to helping women from all backgrounds develop the skills and expertise they need to become small business owners and leaders in their organizations.


Essential Duties

·   The Program Coordinator is responsible for organizing and maintaining all records, reports, daily operations and communication of MCBL activities and events.

·   Schedule client appointments for business and legal counseling; handle appointment confirmations and reminders.

·   Generate and send invoices to clients for paid counseling; ensure payment is made prior to appointment.

·   Coordiante business and legal counseling schedules with MCBL counselors and communicate schedules regularly.

·    Oversee daily operations of Center, including office equipment, computer systems, supplies, scheduling maintenance etc.

·   Perform general office duties, including filing, record keeping, client services, answering the phones and assisting walk-ins, etc.

·    Coordinate program, workshop, event and meeting logistics, including scheduling, booking, catering arrangements, communicating with attendees and presenters. Assemble and print materials ( i.e. PowerPoint, handouts, nametags, binders, name tents, sign-in sheets, etc.) and other related duties.

·    Communicate and promote events to YWCA staff, SBA resource partners, community partners, etc. to attain optimum enrollment and participation.

·    Responsible for quarterly uploads through Center IC and EDMIS platforms.

·    Act as administrative assistance to Director and Program Manager for special projects, Advisory Board Meetings, YWCA and MCBL committees, and MCBL SOP and report requirements.

·    Serve as liaison to YWCA staff work support various functional areas of the MCBL.

·    Maintain client database, including collecting data, data entry, ensuring quality and privacy control of client and volunteer database; tracking of evaluations, surveys and client feedback for continuous improvement through Center IC and Constant Contact.

·    Generate monthly e-newsletter and maintain contact list.

·    Generate monthly board news content.

·    Collect In-Kind donation forms, record all donations, grants, program income, etc. in tracking file.

·     Assist in planning and coordinating meetings, events, and marketing and web services as needed.

·     Adheres to YWCA policies and consistently upholds established procedures and processes pertaining to membership, hospitality, and YWCA programs. May assist with member data entry and/or payment processing and supports compliance with cash handling and other YWCA operations’ policies & procedures.



Working Conditions

·         Work performed in an air conditioned office.  

·         Able to travel as needed and work independently offsite at events and customer locations. Evening and weekend work required as scheduled.

·         Able to work evenings and weekends to meet needs of clients.

·         Equipment use: Telephone, computer, typewriter, photocopier, calculator, fax machine, folding machine, credit card processor.

·         Mental demands: Mathematical ability required to process member, client and donor receipts.  Patience and courtesy necessary when dealing with the public. Requires ability to prioritize multiple tasks. Attention to detail essential for data entry and administrative tasks.  Ability to function well in a fast-paced work environment.

·         Physical Demands:  Prolonged periods of sitting and using the computer. Lifting printed materials and re-arranging furniture frequently for training and events.



·         Candidate should possess strong analytical, interpersonal, and communication (oral and written) skills, including excellent customer service.

·         Skilled in project development and implementation, with experience in successfully managing complex projects that involve multiple participants to achieve results.

·         Able to work and communicate with diverse groups of people including board of directors, donors, volunteers, the public and other staff.


Education and Experience

·         Strong business and communication skills.

·         Experience in adult learning curriculum development and training delivery preferred.

·         Technically capability with proficiency in word processing, spreadsheet, presentation, and Internet tools.

·         Experience in program administration for non-profit provider, including working with and coordinating clients and volunteers is preferred.

·         Bachelor’s degree preferable.


Oversight and Accountability

·         The Program Coordinator reports directly to the Director of the MCBL.



·         This is a full-time/nonexempt position as an employee of the YWCA of Oahu, with an hourly salary and YWCA benefits commensurate with qualifications. 



This job description is not intended to be all inclusive. It is understood that the employee will also perform other reasonable related business duties. Job descriptions are reviewed periodically and may be revised if deemed necessary. This job description is not a written or implied contract.