Administrative Assistant, Childcare Team

Description

The YMCA of Metropolitan Dallas is hiring an Administrative Assistant to support the day-to-day work of our Childcare Operations. This role combines high-level administrative support coordinating field trips, bussing schedules, and more with compliance coordination across our School Aged Services and Preschool programs.

The ideal candidate thrives in a fast-paced, evolving environment, can navigate ambiguity with poise, and remains composed under pressure. This is not just an administrative role-it's a central force behind the success, compliance, culture, and continuity of our childcare operations.

About the YMCA of Metropolitan Dallas

Founded in 1885, the YMCA of Metropolitan Dallas is one of the largest YMCA associations in North America. We operate 16 branches, 2 destination camps, and serve more than 200,000 people annually. With over 2,000 staff members, we are committed to strengthening community through youth development, healthy living, and social responsibility.

Key Responsibilities

Executive-Level Support

• Serve as a trusted partner to VP and Executive Director by managing all field trip and bussing calendars, generating reports, drafting communications, and handling sensitive documentation with discretion.
• Anticipate administrative needs and ensure leaders are well-prepared for meetings, deadlines, and compliance milestones.
• Maintain smooth information flow and operational visibility across internal teams and external partners.

Compliance & Licensing Oversight

• Manage all aspects of state licensing: initial site applications, renewals, director documentation, and deficiency resolution.
• Maintain accurate and audit-ready compliance records including:
• • Fingerprint and background check logs
  • Director certifications and training compliance
  • Inspection results and technical assistance follow-ups
• Serve as liaison to state licensors and assist with documentation requests and scheduled reviews.

Operational Coordination

• Lead logistics for field trips and bussing, including:
• • Weekly schedule preparation and distribution to senior staff
  • Collection of feedback and final updates prior to each camper week
• Coordinate field trip binders, badge printing, and staff credentialing processes.
• Manage vendor communications, order supplies (e.g., Sam's Club), and coordinate volunteer documentation via systems like Volunteer Matters.

Financial & Administrative Support

• Track and reconcile credit card expenses, mileage logs, and more for VP and Executive Director.
• Event Coordination Logistics such as: arrange catering, pay vendors, solicit donations and more.
• Support contract renewals, MOUs, and other internal documentation workflows.
• Coordinate and execute internal recognition initiatives and donor stewardship and ensure timely reporting on key administrative data.

Schedule is 7:30am-4:00pm with a 30 minute lunch, or 8am-5pm with a one hour lunch. This is an in-person role 40 hours/wk and may require up to 10 additional remote hours in peak seasons. Main office is at the Coppell Family YMCA.

Requirements

Qualifications

• Proven ability to navigate ambiguity, remain calm and focused under pressure, shifting priorities and solving problems in real time.
• Exceptional attention to detail, organization, and follow-through.
• High emotional intelligence with the ability to maintain confidentiality and exercise sound judgment.
• Strong communication skills-both written and verbal.
• Expertise in Microsoft Office (Word, Excel, Outlook, Teams); adaptable to learning new platforms.
• Ability to work independently, while keeping leadership and colleagues well-informed.

Additional Details

• Reports to: Vice President of Childcare with operational oversite and additional responsibilities by/for the Executive Director of Childcare