Administrative Assistant I (Flushing YMCA)

YMCA of Greater New York; New York (NY); On-site; USD 23,000 - 32,000; Part time

Benefits offered by this job

Retirement benefits

Medical coverage

Paid time off

Free YMCA membership

Job summary

YMCA of Greater New York is seeking an Administrative Assistant at the Flushing YMCA Beacon Center in Queens, NY. This part-time role provides essential administrative and operational support to ensure program quality and department success.

Responsibilities include data entry, correspondence, meeting preparation, inventory and purchasing, invoicing, and event support, all while upholding Y values and policies in a professional, welcoming environment.

Qualifications

• Associate’s degree and related field experience, or equivalent experience.
• At least 1 year of administrative experience.
• Experience working with staff and volunteers.
• Knowledge of Microsoft Excel, Word, Publisher, and PowerPoint.
• Excellent interpersonal communication, written and oral, project management, and organizational skills.

Responsibilities

• Provide administrative support to the department (letters, memos, etc.).
• Accurate and timely data entry into applicable systems and databases.
• Answer phone calls and respond to emails in a timely and professional manner.
• Maintain accurate and up-to-date records and files in compliance with policies.
• Prepare and organize materials for meeting agendas and minutes.
• Manage the department’s inventory, IT support, and purchasing of supplies.
• Process and track invoices, purchase orders, and other financial documents.
• Assist with planning and implementation of events and programs.
• Manage facility space usage and maintain an updated calendar.
• Uphold YMCA policies and core values (Respect, Responsibility, Caring, Honesty).
• Assist with batch closings, accounts payable, and the financial assistant program as needed.
• Participate in meetings, trainings, and special events.

Skills

Administrative experience

Interpersonal communication

Organizational skills

Project management

Staff & volunteer coordination

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Word

Microsoft Publisher

Microsoft PowerPoint

AS400 Database Management

Job description

Part-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 Flushing 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.).
• Accurate and timely data entry into all applicable systems and databases.
• 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 – 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.

Flushing YMCA Beacon Center at JHS 189 Queens, NY

EQUAL OPPORTUNITY EMPLOYER DRUGFREE WORKPLACE

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