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28 Feb 2023

Full-Time Beacons/UY Program Operations Coordinator (Admin)

YMCA of the North – Posted by YMCA of the North Minneapolis, Minnesota, United States

Job Description

  1. Job Summary:

The Beacons/UY Program Operations Coordinator is responsible for providing administrative support with a focus on billing, grant/contract invoicing, purchasing, various data collection and reporting, volunteer and partner coordination, community board and executive support, facility logistics, and coordination with off-site programming across the region. The incumbent interacts and collaborates regularly with individuals from a diverse background and various departments across the Association.


  1. Essential Functions:


  • Provide administrative coordination for multiple grants and partner contracts, ensuring accurate invoicing, billing, and communication with internal and external stakeholders.
  • Navigate across association departments to ensure Beacons and UY teams have systems in place and access to resources needed for operations across the region.
  • Serve as point of contact with the Maintenance Tech/Engineering for building access including keys, alarm codes, and onboarding for safe facility access.
  • Coordinate volunteer and partner protocol including data collection, volunteer reporting, contracts/Memorandum of Understandings, etc.
  • Serve as point of contact for centralized Beacons purchasing.  Including meeting food, transportation, and program supplies.  Ensure purchases are allowable for grant funds used.
  • Coordinate and compile participant data.  Submit annual participant data to Mission Advancement, U of MN Alumni Association, and partner districts on a documented schedule.
  • Maintain and update Standard Operating Procedures and Emergency Action Plans for on and offsite programs, updating with input from program leaders and ensuring new team members and volunteers have access for onboarding.
  • Process applicable registrations and apply payments. Review accounts receivable and payables on a documented schedule or as needed.
  • Oversee cash on-site, compliance around gift cards; complete monthly reconciling, and investigate financial discrepancies.


  1. Relationships:

This position reports to the Executive Director who reports to the Vice President of Operations. The incumbent interacts regularly with staff across the Y as well as occasionally with external vendors.


  1. Qualifications:


  • Minimum of 3 years of experience in a program administrative role or 5 years in a customer service role.
  • Experience in project management techniques and tools with high attention to detail.
  • Experience working with large data sets and confidential data.
  • Ability to work in collaboration with cross-functional teams to achieve desired results.
  • High level of proficiency using Microsoft Office including Word, PowerPoint, Outlook and Excel.
  • Proven strong communication skills (verbal and written).


  • Bachelor’s Degree
  • Experience working with technology systems including Apricot, Personify, Raiser’s Edge, and grant data bases
  • Multilingual


  1. Physical Demands:


  • Operates a computer for the majority of the day.
  • Ability to travel to YMCA branches, camps or other locations.
  • Ability to work on evenings and weekends with advance notice.



  1. Additional Notes:

This job description represents the major functions of the position but is not intended to be all-inclusive. The incumbent is also responsible for taking direction from Executive Director or their representatives in completing projects or performing duties deemed necessary for the branch or association success.


Diversity, Equity and Inclusion Pledge

The Y of the North is committed to the work and everyday practices of eliminating disparities and eradicating of unjust systems to become a multicultural, anti-racist and anti-oppressive organization. YMCA of the North team members and volunteers must exemplify the association’s mission, vision and values of caring, equity, honesty, respect and responsibility.

The YMCA of the North continues to develop plans and strategies to ensure team members and volunteers reflect the demographics of the communities we serve. We will continually conduct institutional racism and oppression review of our policies, procedures and practices in recruitment and selection; compensation and benefits; professional development and training; promotions; transfers; layoffs; terminations; and the ongoing development of a multicultural, anti-racist and anti-oppressive work environment and culture that promotes equity and respect for the human dignity of all. We value and respect this diversity and choose to be inclusive through our acceptance of all.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time.

Job expires in 24 days.

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