Administrative Assistant I

YMCA; New York (NY); On-site; USD 100,000 - 125,000; Full time

Job summary

Join a forward-thinking organization dedicated to empowering youth and strengthening communities. As an Administrative Assistant at the YMCA of Greater New York, you will play a vital role in supporting the Youth & Family Department, ensuring smooth operations and quality program execution. Your contributions will foster an atmosphere of professionalism and safety, while you engage with a diverse team and community. This position offers an opportunity to grow within an organization committed to personal development and community impact. If you are passionate about making a difference and possess strong organizational and communication skills, this role is perfect for you.

Benefits

Retirement Benefits

Medical

Paid Time Off

Free YMCA Membership

Qualifications

• 1+ year of administrative experience required, preferably in a related field.
• Strong knowledge of Microsoft Office Suite and excellent communication skills.

Responsibilities

• Provide administrative support to the Youth & Family Director and branch departments.
• Assist in organizing and tracking personnel records and program applications.

Skills

Interpersonal Communication

Project Management

Organizational Skills

Education

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Excel

Microsoft Word

Microsoft Publisher

Microsoft PowerPoint

AS400 Database Management

Job description

Salary: $19.00 - $22.00 Hourly

The YMCA of Greater New York is here for all New Yorkers — to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

To help fulfill our mission, we cultivate a culture of learning, leading, and collaboration to enhance community impact. Through our talented staff and “LEAP” career framework (Leadership, Empowerment, Accountability, Personal Growth), we are committed to a people-first approach that fosters trust, inclusion, growth, and development for all.

The Dodge YMCA is seeking an Administrative Assistant who will play a critical role in the successful operation of the Youth & Family Department. Under the supervision of the Youth & Family Director, the Administrative Assistant will provide administrative oversight and support to ensure quality program execution. In addition, the Administrative Assistant will provide administrative support to our membership, teen, and Board engagement operations. They will play an integral role in contributing to the department’s overall quality, culture, and success, and will ensure an atmosphere of professionalism, friendliness, and safety within the facility.

Key Responsibilities:

1. Provide administrative support to the Youth & Family Director and other branch departments as needed to ensure effective communication and efficient operation.
2. Responsible for assisting with organizing, auditing, and tracking related to Youth and Family staff personnel records.
3. Assist with filing and organizing applications, registration in AS400 and DYCD CONNECT, and entering attendance for participants as needed.
4. Responsible for processing, tracking, and following up on Youth & Family SCRs, DOE and DOH fingerprinting, etc.
5. Act as the Site Safety Monitor to help keep track of our participants' health, safety, and well-being.
6. Responsible for department inventory, creating requisitions, receiving POs, resolving Invoice-on-Hold issues, responding to vendor inquiries, and facilitating invoices for payment.
7. Help plan and execute events and meetings related to the board, committees, branch operation meetings, annual fundraising initiatives, and the Annual Campaign events to ensure well-organized and successful events.
8. Assist in creating marketing flyers for program awareness and enrollment, updating bulletin boards, and creating a monthly newsletter.
9. Enter Gifts/Pledges into the AS400 database, produce weekly reports, and prepare acknowledgment letters for donors.
10. Maintain payment tracking/filing systems for all enrolled program participants.
11. Uphold all Association policies and demonstrate our values of Respect, Responsibility, Caring, and Honesty.
12. Actively participate in training sessions, designated meetings, and special events such as Health Kids Day and all Open Houses.
13. Other Duties as assigned.

Desired Skills & Experience:

1. Associate’s Degree and experience in related field required or equivalent experience. Bachelor’s Degree preferred.
2. Minimum of one (1) year of administrative experience and experience working with staff and volunteers.
3. Knowledge of Microsoft Excel, Word, Publisher, and PowerPoint.
4. Knowledge of AS400 Database Management a plus.
5. Excellent interpersonal communication – written and oral, project management, and organizational skills.

Benefits:
The YMCA of Greater New York offers a variety of benefits to its staff members, including retirement benefits, medical, paid time off, free YMCA membership, and more! Benefit eligibility is determined by an individual’s employment status (i.e., full-time or part-time), tenure, and/or the number of hours scheduled to work.

How to Apply:

If you would like to be a member of our dynamic team, please complete our online application and submit your résumé and a thoughtful cover letter that explains your interest in the role and our organization.

If you are a current YMCA employee, please submit your application through the Internal Career Site in Cornerstone.