FT Administrative Specialist

YMCA of Memphis & The MId; Cordova (TN); On-site; USD 36,000 - 48,000; Full time

Job summary

YMCA of Memphis & the Mid-South seeks an Administrative Specialist to support the Nutrition Services team. The role involves monitoring email, preparing documents, answering calls, and maintaining records while collaborating with a team to translate hard data into reportable information.

Under the Food Compliance Officer, the full-time position emphasizes accurate documentation, scheduling, and state/federal reporting within a nonprofit setting. Evening or weekend work may be required.

Qualifications

• 2 or more years of related experience preferred
• Skills in office administration and project management.
• Experience with word processing, spreadsheets and data entry programs
• Prefer some management experience
• Some nights and weekends may be required.

Responsibilities

• Works with the Nutrition Services team to maintain proper documentation and state mandated reporting for federal programs.
• Monitors communication with field staff to provide direct feedback to leadership regarding issues and needs
• Responsible for assigned sites and will maintain a caseload of assignments with regards to daily paperwork, changes, and all corresponding spreadsheets.
• Must be able to take direction and communicate it effectively to the team.
• Team leader skills imperative
• Performs all other duties, tasks, and assignments, etc. as assigned.

Skills

Office administration

Project management

Word processing

Spreadsheets

Data entry

Management experience

Job description

Description

Responsible for assisting the Nutrition Services team by monitoring email, preparing documents, answering calls and maintaining records working with a team. Will assist in getting hard data into reportable information.

SUMMARY OF POSITION

Responsible for assisting the Nutrition Services team by monitoring email, preparing documents, answering calls and maintaining records working with a team. Will assist in getting hard data into reportable information.

PURPOSE OF POSITION

This position supports the work of the Y, a leading nonprofit committed to strengthening community through youth development, healthy living and social responsibility. Under the direction of the Food Compliance Officer, the full-time Administrative Specialist position will assist the Nutrition Services team by monitoring email, preparing documents, answering calls and maintaining records while working with a team. Will assist in getting hard data into reportable information.

ESSENTIAL FUNCTIONS

• Works with the Nutrition Services team to maintain proper documentation and state mandated reporting for federal programs.
• Monitors communication with field staff to provide direct feedback to leadership regarding issues and needs
• Responsible for assigned sites and will maintain a caseload of assignments with regards to daily paperwork, changes, and all corresponding spreadsheets.
• Must be able to take direction and communicate it effectively to the team.
• Team leader skills imperative
• Performs all other duties, tasks, and assignments, etc. as assigned.

YMCA LEADERSHIP COMPETENCIES

Mission Advancement: Models and teaches the Y's values. Ensures a high level of service with a commitment to changing lives. Provides staff with orientation, training, development, and recognition. Cultivates relationships.

Collaboration: Champions inclusion activities, strategies, and initiatives. Builds relationships to create small communities. Empathetically listens and communicates for understanding when negotiating and dealing with conflict. Effectively tailors communication to the appropriate audience. Provides staff with feedback, coaching, guidance and support.

Operational Effectiveness: Provides others with frameworks for making decisions. Develops plans and manages best practices through engagement of team members. Effectively assists in management department budget. Holds staff accountable for high-quality results using a formal process to measure progress.

Personal Growth: Shares new insights. Facilitates change; models adaptability and an awareness of the impact of change. Utilizes non-threatening methods to address sensitive issues and inappropriate behavior or performance. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Behavioral Characteristics: Welcoming, Nurturing, Determined, Hopeful, and Genuine.

QUALIFICATIONS, KNOWLEDGE, SKILLS & ABILITIES

• 2 or more years of related experience preferred
• Skills in office administration and project management.
• Experience with word processing, spreadsheets and data entry programs
• Prefer some management experience
• Some nights and weekends may be required.

WORK SCHEDULE

The schedule for this full-time position is generally Monday through Friday, 8:00am-5:00pm, though overtime, evenings, and weekend work may be required depending on the business need.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Ability to perform all physical aspects of the position, including walking, standing, bending, reaching, and lifting.

The YMCA of Memphis & the Mid-South aims to provide quality and safe youth programs for all. We are committed to making a continuous effort to prevent the abuse of children: verbally, physically, emotionally and sexually. All allegations or suspicions of child abuse are taken seriously and will be reported to the State for investigation with full cooperation from the YMCA of Memphis & the Mid-South.