Administrative Assistant II

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

Job summary

Join a forward-thinking organization that empowers communities and supports youth development. As an Administrative Assistant at the YMCA, you'll play a vital role in ensuring the smooth operation of programs that enrich the lives of New Yorkers. Your organizational skills and attention to detail will help maintain essential records and support the Senior Program Director in executing impactful initiatives. With a commitment to community and personal growth, this position offers a unique opportunity to contribute to a mission-driven team that values respect, responsibility, and caring. If you're passionate about making a difference, this role is perfect for you.

Benefits

Retirement Benefits

Medical Insurance

Paid Time Off

Free YMCA Membership

Qualifications

• 1-3 years of administrative experience required.
• Knowledge of Microsoft Office and HR practices is essential.

Responsibilities

• Provide administrative support to the Senior Program Director.
• Assist with HR audits and maintain personnel records.
• Manage branch program applications and participant files.

Skills

Interpersonal Communication

Project Management

Organizational Skills

Microsoft Excel

Microsoft Word

Microsoft Publisher

Microsoft PowerPoint

HR Experience

Community Relations

Education

Associate Degree

Bachelor's Degree

Tools

Oracle

ADP

AS400

Job description

Salary: $22.00 - $24.00 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 Vanderbilt YMCA is seeking an Administrative Assistant who will play a critical role in the successful operation of both the Government and branch-based programs at the branch. The Administrative Assistant is responsible for assisting the Senior Program Director in providing administrative oversight and support to ensure quality program execution.

Key Responsibilities:

1. Provide administrative and management support to the Senior Program Director and other branch and Government grant Directors as needed to ensure effective communication and efficient operation of all programs.
2. Assist with department-wide communication through email, newsletters, orientations, etc.
3. Responsible for assisting with organizing, auditing, and tracking related to staff personnel records.
4. Assist with HR Audit of Youth & Family files (Early Childhood, Fee-Base After-School, and Summer Camp).
5. Maintain payment tracking/filing system for all enrolled program participants.
6. Responsible for processing, tracking, and follow-up related to Youth & Family SCRs, DOE, DOI, and DOH fingerprinting, etc.
7. Actively participate in training sessions, designated meetings, and special events, such as Health Kids Day and all open houses.
8. Assist with branch program applications with an emphasis on Fee-Based After-School, Early Childhood, and Camp registration.
9. As needed, assist with filing and organizing applications, registration in AS400, the DOE Vendor Portal, DYCD Connect, and entering attendance for program participants.
10. Responsible for department inventory, creating requisitions, receiving POs, resolving invoice-on-hold issues, responding to vendor inquiries, and facilitating invoices for payment.
11. Assist with the management of branch and Early Childhood participant files to storage.
12. Uphold all Association policies and demonstrate the Y's values of Respect, Responsibility, Caring, and Honesty.
13. Provide administrative assistance to other departments as required.
14. Provide administrative assistance to Early Childhood, Fee-Base After-School, and offsite programs, including site coverage, as needed.
15. Other Duties as assigned.

Desired Skills & Experience:

1. An associate degree or equivalent experience in a related field is required; a Bachelor’s degree is preferred.
2. Minimum of one (1) to three (3) years of administrative experience.
3. Minimum of one (1) to three (3) years of HR experience and experience in Community Relations and working with staff and volunteers.
4. Knowledge of Microsoft Excel, Word, Publisher, and PowerPoint.
5. Knowledge of Oracle and ADP.
6. Knowledge of Fund Development, Board Development, and Human Resources.
7. 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 Center in Cornerstone.