Executive Assistant – Operations & HR Compliance

YMCA of Metropolitan Chicago; Chicago (IL); On-site; USD 49,500 - 60,500; Full time

Benefits offered by this job

Health insurance

PTO

403(b)

Free family gym membership

Employee discounts

Job summary

YMCA of Metropolitan Chicago is seeking an Administrative Support Coordinator to assist the Operation and Early Learning Directors with logistics, reporting, and compliance for Head Start and related funding sources. You will maintain records, support program assessments, and help ensure policy adherence across eight sites.

Responsibilities include HR data entry, license tracking, inventory, and monthly communications with parents, while upholding confidentiality and professional standards.

Qualifications

• Must have a high school diploma or equivalent with specialized training and 3+ years’ experience.
• Knowledge with city, state, and Head Start Performance Standards.
• Advanced knowledge of clerical and office responsibilities with experience working with Microsoft Office Suite.
• Commitment to, and a passion for, the YMCA of Metro Chicago’s mission.
• Ability to organize and prioritize multiple, competing priorities to maximize personal and team effectiveness.
• Ability to keep detailed, accurate and complete records and documentation as needed.
• Intermediate proficiency in Microsoft Office (Word, Excel), email; ability to learn and adapt to new technology.
• Meet physical qualifications required as outlined in job description. The YMCA will provide reasonable accommodations for persons with disabilities.

Responsibilities

• Assist Operation Director and Early Learning Director with logistic needs and meeting preparations.
• Collect, compile and prepare monthly reports, audits, and program reviews for management.
• Establish and maintain recordkeeping systems and reports for funders.
• Assist management in annual program assessments and reviews.
• Distribute agendas, minutes, and attendance records and update resources for licensing policies.
• Monitor HR in city/state licensing systems to meet requirements and standards.
• Monitor and track licenses for all childcare programs.
• Complete inventory and maintain department office supplies.
• Maintain professional attire and confidentiality; ensure compliance with reporting guidelines.
• Provide technical assistance and training to site staff on HR compliance for standards.
• Enter and update HR data for ELN funding compliance.
• Track background clearance information for grant compliance and renewals.
• Collaborate with EE&C Management to support day-to-day operations across sites.
• Communicate monthly with parents about policy meetings and events.
• Maintain up-to-date records for funder policies and procedures.

Skills

Clerical skills

Recordkeeping

Organization

Communication with management

Education

High school diploma or equivalent with specialized training

Tools

Microsoft Office Suite

Job description

YMCA of Metropolitan Chicago is seeking an Administrative Support Coordinator to assist the Operation and Early Learning Directors with logistics, reporting, and compliance for Head Start and related funding sources. You will maintain records, support program assessments, and help ensure policy adherence across eight sites.

Responsibilities include HR data entry, license tracking, inventory, and monthly communications with parents, while upholding confidentiality and professional standards.