Women's Wellness Program Data Specialist

YWCA Greater Lafayette

YWCA Greater Lafayette Job Description

Title: Women’s Wellness Data Entry and Front Desk Administrative Support

FLSA Status: Full-time, Non-Exempt Schedule: Monday-Thursday, 11:00am-8:00pm

Department: Women’s Wellness Friday, 8:00am-5:00pm

Reports to: Women’s Wellness Director Pay range: $16-17/hour

_________________________________________________________________________________________________

YWCA Greater Lafayette is dedicated to eliminating racism, empowering women, and promoting peace, justice, freedom, and dignity for all.

Position Summary

The Women’s Wellness Data Entry and Front Desk Administrative Support position plays a crucial role in providing exceptional customer service and administrative support to ensure the smooth operation of the YWCA of Greater Lafayette. The individual will maintain client files and utilize the Med-IT data software system to support the Indiana Breast and Cervical Cancer Program (IN-BCCP), Indiana Breast Cancer Awareness Trust (IBCAT), and other funding sources to support the quality of reports that are required for this program. This position plays a vital role in accurately recording and managing client data within the program’s digital database. This position is essential for maintaining the integrity of client records, supporting program operations, and ensuring compliance with reporting requirements.

Essential Responsibilities:

Customer Service

• Greet and welcome visitors and clients in a friendly and professional manner.
• Manage incoming calls, redirect calls to appropriate personnel, and take messages as needed.
• Respond to inquiries in person, over the phone, and via email, providing accurate information about YWCA programs, services, and events.
• Provide excellent customer service by addressing concerns, resolving issues, and directing individuals to appropriate staff members or resources.
• Responsible for managing access to the building by utilizing a buzzing system. Monitor and control entry to ensure the safety and security of all visitors, clients, and staff members.

Cash Handling

• Handle cash transactions, ensuring accuracy and proper documentation.
• Maintain and reconcile cash drawer and report any discrepancies to the appropriate personnel.

Data Entry & Administrative Support

• Assist with basic administrative tasks such as data entry, filing, photocopying, and maintaining records.
• Maintain the front desk area in an organized and tidy manner, ensuring informational materials are up-to-date and readily available.
• Enter patient information, clinical reports, eligibility criteria, and follow-up outcomes accurately into the Med-IT database. Ensure that client records and reports are uploaded and updated into the Med-IT database while maintaining strict confidentiality.
• Organize and maintain clients’ historical files.
• Review data entries for accuracy, completeness, and consistency. Identify and rectify any errors or discrepancies promptly, ensuring data integrity.
• Organize all necessary historical documentation and records.
• Adhere to all data privacy and security protocols when handling sensitive client information withing the Med-IT database. Maintain client and program confidentiality including HIPPA compliance.
• Reporting Support—Assist in generating reports and summaries using the Med-IT data software, as required for program administration and funding agencies.
• Provide insights and suggestions for improving data entry processes to enhance accuracy and efficiency.
• Participate in YWCA Greater Lafayette training sessions as well as Med-IT training as they are available. Pursue other development opportunities that would continue in the education about the YWCA, IN-BCCP program and IBCAT.
• Participate in weekly staff meetings.
• Be an active member of team YWCA Greater Lafayette, adding to a positive work environment.
• Represent organization in a professional manner at all required meetings and events.
• Other duties as assigned.

Requirements and Qualifications:

• Associate degree or experience equivalent preferred.
• Data entry experience or related office experience preferred.
• Ability to multi-task and adjust priorities as needed.
• Strong organizational skills to effectively manage and update electronic records.
• Ability to work independently on assigned responsibilities and manage stressful or crisis situations.
• Ability to embrace teamwork, change and effectively communicate with colleagues and supervision.
• Strong written and oral communication skills and ability to speak in public effectively.
• Familiarity with common computer software such as Word, Outlook and Excel.
• Previous experience with data entry is highly desirable.

Physical/Mental Essential Requirements:

• Walking, standing, bending, stooping, reaching, moderate lifting and carrying (up to thirty (40) pounds).
• Full range of body motion including manual and finger dexterity and eye-hand coordination.
• Requires corrected vision and hearing to normal range.
• Ability to sit at a computer workstation for extended periods of time.
• Occasional need to stand for long periods of time.
• Ability to focus on detail and accuracy of work product.
• Occasional high stress may be experienced in dealing with clients, staff and volunteers.

Additional Requirements:

A criminal background check and fingerprint check is required for employment in this position. The YWCA is an equal opportunity, affirmative action employer fully committed to achieving a diverse workforce.

The statements within this job description are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel in this position.