Administrative Assistant - PT

YWCA Greater Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 24,185,000 - 28,439,000; Part time

Job summary

YWCA Greater Pittsburgh is seeking an Administrative Assistant for the Early Learning department. The role supports record-keeping, data entry, and partner engagement while promoting the organization’s mission of justice, equity, diversity, and inclusion.

The position runs Monday through Friday, 8:00 AM to 12:00 PM with potential minor shifts; the team values accurate records, collaboration, and proactive project support.

Qualifications

• High School Diploma or equivalent with two years of office experience.
• Clearances and background checks: Act 33/34, fingerprinting, NSOR, Mandate Reporter, TB steps.
• Proficiency with Microsoft Office 365 and file management is expected.

Responsibilities

• Maintain updated records and databases for Early Learning programs.
• Collaborate with the Director to grow department initiatives and support partner engagement.
• Manage data distribution and entry into tracking systems like Apricot, ProCare, City Span.

Skills

Microsoft Office 365

Google Drive

Zoom

Teams

Communications

Organization

Multitasking

Education

High School Diploma

2 years office experience

Tools

Apricot

ProCare

Alert Media

Pelican

CN PEARS

City Span

Job description

POSITION: Administrative Assistant

DEPARTMENT: Early Learning

PAY RATE: $16.88 - $19.85 per hour / Non-Exempt, 20 hours per week

HOURS: Mon - Fri 8:00 AM to 12:00 PM; may fluctuate to 7:30 AM to 11:30 AM as needed

Flexibility to occasionally work the afternoon shift through 5:30 PM is a plus

The Administrative Assistant I will ensure that Early Learning programs have updated records and databases, and will promote and support the organization’s mission-driven culture by being committed to justice, equity, diversity, and inclusion for all. The Administrative Assistant will collaborate with the Director to identify opportunities to grow department initiatives and support partner engagement.

Requirements

Qualifications

• High School Diploma or equivalent with two (2) years' office experience.?
• Act 33/34 clearances, fingerprinting, criminal background check, NSOR, Mandate Reporter, Physical and TB-Step 1 are also required.

Desired Knowledge/Skills/Abilities

• Microsoft Office 365
• Graphics software familiarity
• Familiarity with generated image files (GIF, JPG, PDF)
• Knowledge of specific file saving
• Ability to convert files.
• Internet

Skills:

• Ability to work with a diverse population of partner families from a variety of socio-economic and ethnic backgrounds.
• Ability to manage multiple projects/programs through application of efficient and effective organizational skills.
• Ability to manage and understand projects/programs by proactively addressing changes in conditions, operations, and the environment that will affect program outcomes.
• Ability to identify complex problems, evaluate options, and implement solutions that will improve the scope of the work throughout the departments.
• Excellent verbal, communication, and organizational skills.
• Self-motivated, visionary, team player who can work effectively within the team.
• Proficiency in Microsoft Office along with knowledge and experience with Google Drive, Zoom, and Teams.

Essential Job Functions

Vision and Mission

• Promote and support the mission, imperative, values, and goals of the YWCA while maintaining performance standards.
• Proactively identify strategic opportunities to diversify and enhance program initiatives.
• Communicate the organization's educational opportunity strategy internally and externally so that all employees and partners understand how it carries out the mission.
• Value, demonstrate and promote diversity equity and inclusion.

Team Development and Leadership

• Participate in internal professional development opportunities.
• Maintain a high level of consumer satisfaction.
• Maintain a high level of confidentiality when working with sensitive partner family, vendors, and contract information.

Programs/Projects

• Oversee all aspects of assigned projects/programs from development to implementation.
• Develop and maintain rapport with partner families, community partners, school personnel and volunteers.
• Maintains high levels of customer satisfaction.
• May be responsible for opening the Early Learning Center on an as-needed basis.

Program Evaluation and Reporting

• Manage and monitor all data distribution, collection, entry into tracking systems, such as Apricot, ProCare, Alert Media, Pelican, CN PEARS, City Span and internal department tracking databases.
• Compile and furnish project/program data figures for reports.
• Submits financial documentation such as receipts, invoices, etc. to supervisor in a timely manner.
• All other duties as assigned.

About YWCA Greater Pittsburgh

Founded in 1867, YWCA Greater Pittsburgh is a member of a nationally recognized movement with a mission to eliminate racism, empower women, and promote peace, justice, freedom, and dignity for all. A trusted partner for more nearly 160 years, YWCA GP is a social justice organization that creates pathways to opportunity, strengthens economic stability, and promotes equity throughout the Pittsburgh area. Our programs aim to address barriers to educational and economic advancement by providing high-quality education for children and youth, direct financial and housing assistance for individuals and families, and leadership in advancing systems change that fosters long‑term well‑being and economic security. We strive to become a model nonprofit workplace for a diverse workforce, ensuring that all staff members are paid a living wage and offered competitive benefits, and meaningful opportunities for professional development and career advancement.