Administrative Assistant I (Long Island City YMCA)

YMCA of Greater New York; New York (NY); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Retirement benefits

Medical benefits

Paid time off

Free YMCA membership

Job summary

YMCA of Greater New York seeking an Administrative Assistant at the Long Island City YMCA to provide administrative support to the department, membership, fund development, and Board engagement. Duties include data entry, record maintenance, invoicing, correspondence, and calendar management.

Required are an Associate’s degree or equivalent, at least one year of administrative experience, and proficiency with Microsoft Office tools; AS400 knowledge is a plus.

Qualifications

• Associate’s degree or equivalent experience required; bachelor’s preferred.
• Minimum of one year of administrative experience working with staff and volunteers.
• Proficiency in Microsoft Excel, Word, Publisher, and PowerPoint.

Responsibilities

• Provide and manage all 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 records and files in compliance with standards.
• Prepare and organize materials for meeting agendas and minutes.
• Manage inventory, IT support, and purchasing of supplies.
• Process invoices and purchase orders; handle vendor inquiries.
• Support planning and implementation of events and programs.
• Maintain calendar and facility space usage; uphold YMCA policies and values.

Skills

Interpersonal communication

Project management

Organizational skills

Education

Associate’s degree or equivalent

Bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Word

Microsoft Publisher

PowerPoint

AS400 Database Management

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 Long Island City 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 is 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. Click here for more information.

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.

Job ID

req2896

Employment Type

Full-Time / Regular

Location

Long Island City YMCA

32-23 Queens Blvd, Long Island

Long Island City, New York, 11101

United States

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