Program Administrator

YMCA of San Diego County; San Diego (CA); Hybrid; USD 28,000 - 33,000; Part time

Job summary

YMCA of San Diego County is seeking a Program Administrator to provide daily administrative and clerical support for the Kinship Support Program serving grandparents and other relatives raising children in the county. The role emphasizes accurate documentation, scheduling, and collaboration with program staff.

This part-time position offers 20-30 hours weekly, mostly remote within San Diego County, with monthly in-person meetings and trainings.

Qualifications

• Associate’s degree or two years’ related experience
• At least two years’ experience coordinating administrative processes and providing direct customer service

Responsibilities

• Manage and perform administrative and clerical functions, including scheduling, data entry, reporting, and record-keeping
• Ensure accurate and timely documentation and processing
• Adhere to federal, state, contract, program, and YMCA policies and regulations
• Provide timely and consistent communication with participants and staff
• Assist in resolving program issues and reconciling discrepancies
• Manage time and priorities effectively to meet deadlines
• Maintain service levels and coordinate with program staff
• Participate in staff meetings, trainings, and applicable committees

Skills

Customer service

Time management

Communication

Spanish bilingual

Education

Associate’s degree

Tools

Microsoft Office

Job description

Overview

The Program Administrator is responsible for providing daily administrative and clerical support to ensure efficient operation of their designated program. This role involves supporting the foundational administrative needs of the program, ensuring smooth operations, and aiding in the achievement of program goals while fostering a collaborative and service-oriented environment.

Learn more about YMCA Youth and Family Services programs CLICK HEREFor more on Employee Perks, click on this link:Employee Benefits | YMCA of San Diego County (ymcasd.org)

SCHEDULE:

• 20-30 hours a week Monday-Friday within the hours of 8:30am-5pm.

WORK DESIGNATION:

• Remote (must work within San Diego County Region)
• Monthly in person meetings/trainings
  • Please note that the work designation may change based on business needs.

PROGRAM SUMMARY:

The Kinship Support Program serves grandparents and other relatives raising children in the family across San Diego County. We provide navigation/case management, support groups, respite care, emergency funds, and family events. Our goal is to make sure caregivers have the resources and support needed for the kinship children in their care.

Responsibilities

• Manage and perform administrative and clerical functions, potentially including billing, data entry, program reporting, compliance, communication, scheduling, event coordination, new employee support, resource maintenance, and/or record-keeping duties specific to the program
• Ensure accurate and timely documentation and processing
• Adhere to federal, state, contract, program, and company policies, procedures, and regulations
• Provide timely and consistent communication
• Assist in resolving program issues and reconciling discrepancies as necessary
• Manage time and priorities effectively to meet deadlines and deliver quality projects
• Maintain consistent levels of service, coordinating with program staff as necessary
• Work independently and as a team member to create innovative ways to meet contract goals and provide a high level of service that is engaging and meets the needs of the participants
• Perform other administrative tasks as assigned and assist with maintaining proper document storage and auditing
• Participate in and attend all required staff meetings, trainings, YMCA staff development events and appropriate agency-wide committees

Qualifications

• Associate’s degree or two (2) years’ equivalent related experience required AND,
• A minimum of two (2) years’ work experience required in:
  • One (1) year of experience with coordinating administrative processes and/or project coordination
  • One (1) year of experience with direct customer service support

JOB COMPETENCIES:

• Proficiency in Microsoft Office and general office equipment required
• Billingual in Spanish preferred
• Motivated and proactive in achieving results in a fast-paced environment
• Strong customer service skills, sensitivity to at-risk populations, and cultural competency
• Exceptional verbal and written communication skills
• Ability to manage competing priorities effectively
• Capability to work collaboratively with internal and external partners to establish and sustain productive working relationships
• Must be detail-oriented with strong time management and organizational skills
• Demonstrates initiative, resourcefulness, and problem-solving skills
• Must be self-aware, flexible, adaptable, and teachable
• Ability to work with confidential information
• Ability to stay organized, focused, and positive while working on multiple projects and tasks
• Visual acuity to read digital, printed, and handwritten materials
• Auditory ability to engage in extensive telephone and direct communication
• Ability to perform repetitive updates to physical and computer files with proper documentation
• Ability to work effectively with others in alignment with the YMCA 4 Core Values; Models the 4 Core Values in all aspects of position responsibilities

PRE-HIRE CONTINGENCIES:

• Licensing, state law and our funders require that applicants of critical positions within Community Support Services be fingerprinted, prior to reporting to work, and include subsequent arrest notifications
• CPR/AED, and First Aid Certification, must include Adult and Child/Infant, obtained within 30 days of hire, and must be from one of the following certifying organizations: American Red Cross, American Heart Association, or American Safety and Health Institute
• Position may require additional clearances in order to comply with all program, licensing, state law, and funding requirements:
  • Exclusion and Debarment checks prior to first day and monthly thereafter

YMCA will consider qualified applicants with a criminal history pursuant to the San Diego County Fair Chance Ordinance and the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the YMCA is concerned about conviction that is directly related to the job, you will be given the opportunity to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Ordinance by visiting the San Diego CountyOffice of Labor Standards and Enforcement.

Pay Range

USD $19.69 - USD $23.63 /Hr.