School Age Child Care Administrative Assistan

Ymca Of Muncie; Muncie (IN); On-site; USD 26,000 - 38,000; Part time

Job summary

YMCA of Muncie is seeking a part-time School Age Child Care Administrative Assistant in Muncie, IN. The role provides administrative, customer service, enrollment, billing, attendance, data, and program support for Y school-age childcare and after-school programs.

Responsibilities include processing registrations, maintaining records, assisting with compliance and reporting, and coordinating communications across families, staff, and partners.

Qualifications

• High school diploma or equivalent required; additional coursework or credential in business administration, office technology, education, child development, social services, or related field preferred.
• At least one year of administrative support, customer service, data entry, childcare, education, nonprofit, or related experience preferred.
• Strong computer skills including Microsoft Office or Google Workspace, spreadsheets, email, databases, online forms; able to learn YMCA systems like Playground and Transact.
• Strong attention to detail and ability to maintain accurate records, reconcile information, and meet deadlines.
• Excellent interpersonal, written, and verbal communication and problem-solving skills.
• Ability to manage competing priorities, work independently within procedures, and collaborate across sites.
• Ability to maintain strict confidentiality and exercise sound judgment with sensitive information.
• Ability to meet YMCA, licensing, background-screening, and role-specific training requirements.

Responsibilities

• Provides excellent, courteous, and responsive service to families, members, staff, school partners, and the community in person, by phone, and by email.
• Serves as primary contact for registration, schedules, fees, forms, attendance, and family communications; escalates complex concerns as needed.
• Processes registrations, enrollments, transfers, withdrawals, waitlists, and participant status changes in YMCA systems.
• Reviews enrollment data for completeness and accuracy; follows up on corrections.
• Supports billing and payment workflows, including discounts and account follow-up.
• Maintains accurate daily/weekly attendance and student records in required systems.
• Compiles participation and family engagement information for grants and reports.
• Prepares rosters, attendance sheets, and emergency-contact information for sites.

Skills

Administrative support

Customer service

Data entry

Recordkeeping

Communication

Attention to detail

Office software

Education

High school diploma

Tools

Microsoft Office

Google Workspace

Playground

Transact

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

School Age Child Care Administrative Assistan

Part Time Muncie, IN, US

POSITION SUMMARY:

This position supports the work of the Y, a leading nonprofit charitable organization committed to strengthening community through youth development,healthy living and social responsibility. This position supports the work of the Y by providing administrative, customer service, enrollment, billing, attendance, data, and operational support for YMCA school-age childcare and out-of-school programs. The Office Assistant maintains accurate records, supports communication with families and staff, assists with compliance and grant reporting, and helps ensure department deadlines and procedures are met. This position does not independently make final eligibility, financial, curriculum, or program decisions.

OUR CULTURE:
Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcome: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS:

1. Provides excellent, courteous, and responsive service to families, members, staff, school partners, and community members in person, by telephone, and by email.

2. Serves as a primary contact for questions regarding registration, schedules, fees, forms, attendance, program locations, and family communication tools; escalates complex or sensitive concerns appropriately.

3. Processes registrations, enrollments, transfers, withdrawals, waitlist updates, and participant status changes in Playground and other approved YMCA systems.

4. Reviews enrollment and participant information for completeness and accuracy and follows up when corrections are needed.

5. Supports billing and payment workflows, including registration fees, recurring charges, schedules, discounts, account follow-up, and payment documentation; refers to disputes, refunds, collections, adjustments, and exceptions for authorization.

6. Maintains accurate daily and weekly attendance, sign-in/sign-out information, participation hours, and student records in Transact and other required systems.

7. Monitors attendance and participation data for 21st CCLC, CCDF, and other program requirements; identifies missing or inaccurate information and communicates needed corrections.

8. Compiles participation and family engagement information for grant, program, end-of-term, and annual reporting.

9. Maintains organized, accurate, and confidential participant, family, staff, volunteer, licensing, and program records in accordance with YMCA and regulatory requirements.

10. Assists with compliance documentation, data audits, staff credential and training tracking, and preparation of reports and summaries.

11. Prepares rosters, attendance sheets, emergency-contact information, authorized pickup lists, and other required forms for program locations.

12. Supports staff scheduling, timekeeping, onboarding, training logistics, calendars, meetings, shared files, templates, and other program operations.

13. Drafts routine correspondence, reports, forms, newsletters, reminders, and other materials for program leadership.

14. Coordinates timely operational communication among program leadership, site staff, school partners, families, finance staff, and other YMCA departments.

15. Supports family engagement, Annual Campaign activities, fundraising initiatives, and community events through registration, communication, materials preparation, attendance tracking, and follow-up.

16. Prioritizes work and meets enrollment, billing, attendance, payroll, licensing, grant, and reporting deadlines across multiple program locations.

17. Identifies recurring questions, data issues, and workflow gaps and recommends practical improvements to the Director of Youth Development.

18. Attends designated training courses and staff meetings and maintains required knowledge of YMCA systems, policies, and procedures.

19. Performs other duties assigned, including general office, phone, front desk, and program support.

LEADERSHIP COMPETENCY MODEL: OUR DISCIPLINES & COMPETENCIES

ADVANCING OUR MISSION AND CAUSEprovides visionary leadership to the organization and to ensure that all resources are mobilized to adapt to new challenges and needs in the community

Change Leadership: Facilitates, co-creates, and implements equitable change for the good of the organization and/or community

Engaging Community:Builds bridges with others in the community to ensure the Y’s work is community-focused and welcoming of all, providing community benefit

Philanthropy:Secures resources and support to advance the Y’s work

Volunteerism:Engages volunteers and promotes social responsibility at all levels of the organization

BUILDING RELATIONSHIPSconnect people to the Y’s cause by developing inclusive relationships, partnerships and collaborations so that Ys can co-create solutions to pressing social needs

Collaboration:Creates sustainable relationships within the Y and with other organizations in service to the community

Communication & Influence:Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause

Inclusion:Values all people for their unique talents, and takes an active role in promoting practices that support diversity, inclusion, and global work, as well as cultural competence

LEADING OPERATIONSensure relevance, effectiveness, and sustainability of the organization so that we can continue to fulfill our promise to the community

Critical Thinking & Decision Making:Makes informed decisions based on logic, data, and sound judgment

Fiscal Management:Manages Y’s resources responsibly and sustains Y’s nonprofit business model

Functional Expertise:Executes superior technical skills for the role

Innovation:Creates and implements new and relevant approaches and activities that improve and expand the Y’s work and impact on the community

Program/Project Management: Ensures program or project goals are met and intended impact occurs

DEVELOPING & INSPIRING PEOPLEsupport the holistic development of self and others so that everyone can embrace the Y’s cause, sustain the Y’s culture, and inspire others to take individual and collective action to further our impact

Developing Self & Others:Develops self and supports others (e.g., staff, volunteers, members, program participants), both formally and informally, to achieve their highest potential

Emotional Maturity: Demonstrates ability to understand and manage emotions effectively in all situations

Minor Employees who have a role in directly supervising consumers will:

• Adhere to policies related to maintaining appropriate boundaries with consumers.
• Maintain appropriate supervisory relationships with consumers.
• Attend required abuse risk management training.
• Adhere to procedures related to managing high-risk activities and supervising consumers.
• Report suspicious or inappropriate behaviors and policy violations by employees, volunteers, and consumers.
• Report all suspicions or allegations of abuse immediately to their supervisor.

Minor Employees who do not have a role in directly supervising consumers will:

• Adhere to policies related to boundaries with consumers.
• Maintain appropriate relationships with consumers.
• Attend required abuse risk management training.
• Report suspicious and inappropriate behaviors and policy violations by employees, volunteers, and consumers.
• Follow all policies related to reporting suspicions or allegations of abuse.

Supervisors and Administrators will:

• Adhere to screening requirements for Minor Employees and use screening instruments designed to assess for abuse risk.
• Communicate to all Minor Employees the ORGANIZATION’s commitment to protect their consumers from abuse.
• Provide Minor Employees with ongoing supervision and training related to abuse risk.
• Provide Minor Employees with regular feedback regarding their boundaries with consumers.
• Require Minor Employees to adhere to policies/procedures related to abuse risk.
• Respond quickly to policy and procedure violations using the ORGANIZATION’s progressive discipline policy.
• Respond seriously and confidentially to reports of suspicious and inappropriate behaviors.
• Follow mandated reporting requirements.

QUALIFICATIONS:

High school diploma or equivalent required; additional coursework or credential in business administration, office technology, education, child development, social services, or a related field preferred.

At least one year of administrative support, customer service, data entry, childcare, education, nonprofit, or related experience preferred.

Strong computer skills, including Microsoft Office or Google Workspace, spreadsheets, email, databases, online forms, and the ability to learn YMCA systems such as Playground and Transact.

Strong attention to detail and ability to maintain accurate records, reconcile information, and meet deadlines.

Excellent interpersonal, written, verbal, and problem-solving skills.

Ability to organize competing priorities, work independently within established procedures, and collaborate across multiple sites and departments.

Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive participant, family, employee, academic, health, financial, and emergency information.

Ability to meet all YMCA, licensing, background-screening, and role-specific training requirements.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

Work is primarily performed in an office environment and includes extended computer use, telephone communication, detailed data entry, and frequent interaction with families and staff.

Requires the ability to manage interruptions while maintaining accuracy and confidentiality and to operate standard office equipment.

May occasionally require moving files, supplies, or program materials weighing up to 25 pounds.

Travel to YMCA childcare sites, schools, meetings, trainings, or family events may be required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions