Administrative Aide, EE&C

YMCA of Metropolitan Chicago; Chicago (IL); On-site; USD 40,000 - 52,000; Full time

Job summary

YMCA of Metropolitan Chicago is seeking an Administrative Aide for the Early Education & Care (EE&C) department to provide essential administrative support, coordinate calendars, prepare reports, and maintain records to help the team deliver high-quality programs.

The role also includes onboarding new staff, coordinating with internal and external partners, and assisting with policy implementation and procurement of office supplies.

Qualifications

• High school diploma or equivalent is required; an associate degree is preferred.
• Minimum 2 years of administrative support experience, preferably in non-profit or community service.
• Experience coordinating office activities and managing schedules for multiple team members.
• Proven ability to handle confidential information with discretion and professionalism.

Responsibilities

• Provide administrative support to the EE&C department, including scheduling meetings, managing calendars, and organizing events.
• Assist in preparing and distributing reports, presentations, and correspondence.
• Maintain accurate records and databases related to department operations.
• Coordinate communication within the department and with external partners.
• Support development and implementation of departmental policies and procedures.
• Procure office supplies and equipment for efficient resource use.
• Handle inquiries and provide information regarding departmental activities and programs.
• Assist in onboarding and training of new staff within the department.
• Perform other duties to support the YMCA’s mission and goals.

Skills

Organizational skills

Communication

Teamwork

Problem solving

Customer service

Attention to detail

MS Office

Education

High school diploma or equivalent

Associate degree in business administration or related field

Tools

Microsoft Office Suite

Database management systems

Job description

The Administrative Aide for the Early Education & Care (EE&C) department at YMCA of Metropolitan Chicago will provide essential administrative support to ensure the smooth operation of the department. This role is integral in assisting with the coordination and execution of various administrative tasks, enabling the team to focus on delivering high-quality early education and care services.

Job Purpose

The Administrative Aide for the Early Education & Care (EE&C) department at YMCA of Metropolitan Chicago will provide essential administrative support to ensure the smooth operation of the department. This role is integral in assisting with the coordination and execution of various administrative tasks, enabling the team to focus on delivering high-quality early education and care services.

Key Responsibilities

• Provide administrative support to the EE&C department, including scheduling meetings, managing calendars, and organizing departmental events.


• Assist in the preparation and distribution of reports, presentations, and correspondence.


• Maintain accurate and up-to-date records and databases related to department operations.


• Coordinate communication within the department and with external partners, ensuring timely responses and follow-ups.


• Support the team in the development and implementation of departmental policies and procedures.


• Facilitate the procurement of office supplies and equipment, ensuring efficient use of resources.


• Handle inquiries and provide information regarding departmental activities and programs.


• Assist in the onboarding and training of new staff members within the department.


• Perform other duties as assigned to support the overall mission and goals of the YMCA of Metropolitan Chicago.

Qualifications

Required Education:

• High school diploma or equivalent required; an associate degree in business administration or a related field is preferred.

Required Experience

• Minimum of 2 years of experience in an administrative support role, preferably within a non-profit or community service organization.


• Experience in coordinating office activities and managing schedules for multiple team members.


• Proven track record of handling confidential information with discretion and professionalism.

Required Skills And Abilities

• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.


• Excellent written and verbal communication skills, with a keen attention to detail.


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management.


• Demonstrated ability to work independently as well as collaboratively within a team environment.


• Strong problem-solving skills and the ability to anticipate needs and provide proactive solutions.


• Customer service-oriented with a commitment to supporting the mission and values of the YMCA.