Administrative Assistant I (Flatbush YMCA)

YMCA of Greater New York; New York (NY); On-site; USD 22,730 - 32,373; Full time

Benefits offered by this job

Retirement benefits

Medical benefits

Paid time off

Free YMCA membership

Job summary

The YMCA of Greater New York is seeking an Administrative Assistant at the Flatbush YMCA in Brooklyn, NY. In this full-time position, you will provide essential administrative and operational support to ensure quality program execution and membership engagement.

Responsibilities include managing administrative tasks, maintaining records, and assisting with event planning. Qualified candidates should have an Associate’s Degree or equivalent experience, at least one year of administrative experience, and proficiency in Microsoft Office applications.

Qualifications

• Minimum of one year of administrative experience and experience working with staff and volunteers.
• Excellent interpersonal communication skills, both written and oral.
• Experience in managing complex data and maintaining records.

Responsibilities

• Provide and manage all administrative support to the department.
• Enter data into applicable systems and databases accurately and timely.
• Maintain accurate and up-to-date records and files.

Skills

Interpersonal communication

Project management

Organizational skills

Microsoft Excel

Microsoft Word

Microsoft Publisher

Microsoft PowerPoint

AS400 Database Management

Education

Associate’s Degree or equivalent experience

Bachelor’s Degree preferred

Job description

Full-Time / Regular

$20.00 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 Flatbush YMCA is seeking an Administrative Assistant who will play a critical role in the successful operation of the department and its programs. The Administrative Assistant will provide administrative and operational oversight and support to ensure quality program execution. In addition, the Administrative Assistant will provide administrative support to our membership, fund development, 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

• Provide and manage all administrative support to the department (letters, memos, etc.).
• Enter data into all applicable systems and databases accurately and in a timely manner.
• Answer phone calls and respond to emails in a timely and professional manner.
• Maintain accurate and up-to-date records and files (POs, receipts, incident reports, accident reports, etc.) in compliance with YMCA of Greater New York and funder standards.
• Prepare and organize materials for meeting agendas and minutes.
• Responsible for managing the department’s inventory, IT support, and purchasing of supplies.
• Process and track invoices, purchase orders, and other financial documents.
• Responsible for creating requisitions, receiving POs, resolving Invoice on Hold issues, responding to vendor inquiries, and facilitating invoices for payment.
• Support the planning and implementation of special events and programs.
• Manage the facility space usage and maintain an updated calendar.
• Uphold all Association policies and demonstrate the Y core values of Respect, Responsibility, Caring, and Honesty.
• If applicable, assist with batch closings, accounts payable, and the financial assistant program, as needed.
• Actively participate in designated meetings, training sessions, and special events.
• Other duties as assigned.

Desired Skills & Experience

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

Location: Flatbush YMCA, Brooklyn, NY

EQUAL OPPORTUNITY EMPLOYER DRUGFREE WORKPLACE

Auxiliary aids and services are available upon request to individuals with disabilities.