Administrative Assistant – CHAMP Program

YMCA of San Francisco; San Francisco (CA); On-site; USD 125,000 - 150,000; Part time

Job summary

Join a forward-thinking nonprofit organization dedicated to strengthening communities through health and wellness. As an Administrative Assistant, you will play a crucial role in supporting the Hope SF/Urban Services Community Wellness Programs. This part-time position offers the chance to make a lasting impact while working in a collaborative environment. You will manage staff calendars, assist with program planning, and ensure high-quality service for residents. If you're passionate about community service and have strong organizational skills, this role is a perfect fit for you. Embrace the opportunity to grow and contribute to meaningful initiatives in your community.

Qualifications

• Must be at least 18 years old with a high school diploma or equivalent.
• Strong communication skills and proficiency in Office 365 required.

Responsibilities

• Provide administrative support for community wellness programs.
• Assist in planning and executing programs and events across sites.

Skills

Interpersonal skills

Written communication

Oral communication

Data analysis

Budget management

Education

High school diploma or equivalent

Associate or bachelor’s degree

Tools

Office 365

Database programs

Excel

Job description

Careers by Empowering Futures, Building Communities

Imagine going to work each day knowing that your efforts positively impact individuals and communities. As a global movement and the nation’s leading nonprofit organization dedicated to strengthening communities through youth development, healthy living, and social responsibility, the YMCA of Greater San Francisco offers more than just a job—we offer a career with a future and the opportunity to make a lasting difference in your community. At the Y, you can uncover your passion and build a lifelong career addressing some of the nation’s most pressing social issues.

Our Organizational Culture

At the YMCA of Greater San Francisco, we are committed to demonstrating values that aim to building strong communities where you can Be, Belong, and Become. With Truth & Courage, we strive to understand and act on individual and societal truths. We ensure a safe and inclusive environment with Authenticity & Accessibility, allowing everyone to participate according to their needs. Our approach is Dependable & Creative, as we respond to community needs through strong partnerships. Above all, we embody Dignity & Empathy, treating everyone with respect and compassion, and recognizing the inherent dignity in all individuals.

Position Summary

The Administrative Assistant provides essential administrative and program support for the Hope SF/Urban Services Community Wellness Programs (CWP). This role ensures that Hope SF residents and CWP staff receive high-quality services and support. This is a temporary, part-time (20-30 hours/week) position employed through July 2025.

Job Responsibilities

Administrative Coordination

1. Manage and update staff calendars for multiple project sites.
2. Notify staff of upcoming events, meetings, programs, and trainings.
3. Maintain organized filing and record-keeping systems.
4. Prepare draft reports, meeting minutes, correspondence, and forms as assigned.
5. Assist with editing and reviewing service narrative entries on a regular basis.
6. Track service data in both databases and Excel spreadsheets.
7. Collect and reconcile staff purchase card receipts, following up on missing receipts.
8. Submit monthly purchase card reports with original receipts.
9. Order and manage office and program supplies for multiple Hope SF sites.
10. Assist with budget tracking and financial documentation as needed.
11. Collect, review, and process timecards/timesheets for payroll submission.
12. Support staff with administrative tasks related to timekeeping and documentation.

Front Desk & Client Services

1. Greet visitors, log client requests, and provide basic information and referrals.
2. Notify staff of client appointments, answer phones, and take messages.
3. Maintain and update the Peer Health Leader Community Health Ambassador website.
4. Process client records, including data entry and case management administration.

Program & Event Support

1. Assist in the planning and execution of programs and events across Hope SF sites.
2. Support staff in their personal, academic, and professional development.
3. Provide statistical information on the program’s client population, volume and type of service, referrals as directed by the Director and Assistant Director.
4. Assist with evaluating and maintaining records for CWP activities and reporting requirements.

Qualifications

1. Must be at least 18 years old.
2. High school diploma or equivalent.
3. Experience in outreach planning and developing promotional material for programs.
4. Availability during weekday business hours.
5. Strong interpersonal, written, and oral communication skills.
6. Proficiency in Office 365, database programs, document development, internet research, data analysis, and budget management.
7. Ability to work independently and exercise sound judgment.

Preferred Qualifications

1. Associate or bachelor’s degree.
2. Bilingual skills in Spanish or Cantonese.
3. Community Health Worker certification.

Work Environment & Physical Demands

This role operates in an office setting with occasional travel to multiple project sites and off-site events. It requires frequent interaction with staff, community members, and program participants in a fast-paced environment. Physical demands include prolonged sitting, standing, walking, and occasional lifting (up to 25 lbs), as well as navigating between locations as needed.

Disclaimers

1. Must successfully complete a background screening, including criminal and employment verification. Some positions may also require a credit check.
2. All duties and responsibilities are essential job functions subject to reasonable accommodation. The YMCA of Greater San Francisco promotes an equal employment opportunity workplace, which includes reasonable accommodation for otherwise qualified disabled applicants and employees. Please contact your manager if you have any questions about this policy or these job duties.
3. This job description may not be all-inclusive, and employees are expected to perform other duties as assigned by management. Job descriptions and duties may be modified by management as needed.
4. Job offers are conditional and contingent upon background clearance. Pursuant to the San Francisco Fair Chance Ordinance and CA Fair Chance Act, we will consider qualified applicants with arrest and conviction records for employment.

Salary Description

The hourly wage for this position ranges from $18.93 to $22.50, based on industry benchmarking, organizational compensation structures, and alignment with grant fund approvals. Final compensation will be determined by factors such as experience, qualifications, and available funding for the position.