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Front Office Coordinator

Company: Union Gospel Mission of the Inland Northwest
Location: Spokane
Posted on: January 13, 2022

Job Description:

Job Title: Front Office CoordinatorDepartment: AdministrationLocation: TrentReports To: Executive AdministratorRange: 5
UGM considers every position one of ministry and a vital and valued part of our team. Therefore, it is essential that all employees of UGM have a personal relationship with Jesus Christ and subscribe to our Statement of Faith and Core Values. Additionally, employees must be willing to lead and/or participate in Bible study, prayer, devotions and sharing the Gospel.
SUMMARY OF POSITION:The Front Office Coordinator works with a team of volunteers helping to achieve the daily duties required at the UGM Administrative Office. They train the volunteers to operate the phone system, manage the flow of visitors, and express gratitude sharing the impact of donations received. They maintain the UGM daily calendar and ensure the phone system and office machines are in working condition. This individual also interacts with the Development Department attending regular meetings to stay up to date with public relations postings and events.
DUTIES & RESPONSIBILITIES:Key Result Area #1: Reception and Public Relations

  • Answer and successfully route phone calls.
  • Welcome visitors and the public: direct them to the appropriate person or resource and offer a facilities tour.
  • Receive walk-in and phone-in donations preparing proper documentation to submit to Donor Donations Processing.
  • Convey to donors the impact their contributions make in the lives of those we serve.
  • Diffuse complaints and angry individuals with tact, dignity, knowledge and kindness.
  • Engage with the Development team at regular meetings to be informed about visitors, special group tours, and events.
    Key Result Area #2: Office Administration
    • Order office supplies and ensuring thate an appropriate level of supplies are in stock for daily use and stock common areas with needed supplies.
    • Ensure the phone system and office equipment are in working condition: contact service providers as needed.
    • Keep Be aware of meetings and events at the facility through the UGM Daily Calendar current with meetings and events.
    • Engage regularly with the Rescue team on safety updates, the use of two-way radios, and other security protocol.
    • Properly sort and distribute incoming mail and deliveries, process outgoing mail, and order postage as needed.
    • Complete various administrative tasks such as: sending faxes, making copies, managing ITEX floral orders, tracking Trent copiers usage, mailing of receipts and specialized cards to donors, etcprocessing of special mailings to ministry partners.
    • Support the Development team by maintaining donor accounts in Donor Perfect with news of obituariesas directed,. memorials, and honorariums.
    • Eenterdirected; enter gifts-in-kind in Donor Perfect.
    • Coordination of holiday gifts-in-kind received at Trent.
    • Maintain front office procedures manual and manage files.
    • Route email requests received via website to appropriate staff
    • Oversee care for the front administrative office, work room, and board room ensuring that these areas are kept orderly and that coffee/beverages are stocked
      Key Result Area #3: Volunteers
      • Fill front office vacancies as needed.
      • Ensure the volunteers are properly staffed to meet the needs and schedule of the administrative office.
      • Confirm that each volunteer has a current job description.
      • Train new volunteers and provide refresher trainings for current volunteers on the administrative office protocol: ensure each volunteer receives a condensed safety orientation.
      • Strategically utilize volunteers to accomplish front office tasks.
        SKILLS & QUALIFICATIONS:
        • Committed Christian, able and willing to model servant-leadership and interested in being part of a ministry to the poor, homeless, drug addicted and mentally ill. Grounded in the Christian faith as a mature, active member of the body of Christ on a consistent, day-to-day basis. In accordance with Union Gospel Mission Statement of Purpose, Statement of Vision and Statement of Faith.
        • Strong Interpersonal skills - professional while exercising compassion and discernment, modeling the teachings of Jesus Christ.
        • Able and willing to honor the leadership, chain of command, standards and ministry objectives of Union Gospel Mission.
        • Strong Ccomputer literate skills (Word, Excel, Outlook, TImeclock); able to complete documents, build tables, email, maintain electronic calendars and accurately record information.
        • Excellent communication skills: written, verbal and instructional.
        • Must have a teachable spirit and with the ability to multi-task, listen, and make sound decisions.
        • Strong organizational skills with the ability to multi-task and be self-motivated.
        • Capable of maintaining focus in a busy environment
        • Quick learner with attention to detail and accuracy
        • Time management skills and scheduling capabilities
        • Flexible and able to problem-solve
        • Insightful, trustworthy, honest, reliable, model appropriate boundaries, and strong work ethic.
        • Valid Driver's License.
          WORKING CONDITIONS/PHYSICAL FACTORS:Occasionally = 1%-33%; Frequently = 34%-66%; Continuously = 67%-100%
          • Work is primarily indoors and requires sitting, standing, bending, reaching, and going from building to building - continuously.
          • Requires a sustained level of emotional balance, patience, and tolerance for people and personal and management issues - continuously.
          • The ability to move about all the facilities on a regular basis - occasionally.
            • Requires the ability to hear, see, and speak clearly - continuously.
              EQUIPMENT/TOOLS USED:
              • Computer (MS Word, Excel, Power Point, Outlook, Google Chrome, Donor Perfect).
              • Fax machine, copier, multi-line phones.
                EDUCATION/EXPERIENCE:
                • Associates degree or equivalent from a two-year college or technical school.
                • Four years related experience and/or training or equivalent combination of education and experience.Wage $18.22 - $19.13

Keywords: Union Gospel Mission of the Inland Northwest, Spokane , Front Office Coordinator, Administration, Clerical , Spokane, Washington

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