Administrative Assistant II (La Central YMCA)

Administrative Assistant II (La Central YMCA)

The YMCA of Greater New York is here for all New Yorkers to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

The La Central YMCA is seeking an Administrative Assistant to support the Executive Director in growing and managing the administrative aspects of the Branch operation, including Fund Development, the Business Office, and the Board.

Key Responsibilities:

• Support the Executive Director in coordinating requests for AS400, Salesforce, and other online searches to report on donor and prospect history, statistics, and reports.
• Enter gifts/pledges into AS400 or Salesforce as they come in and produce weekly reports, prepare acknowledgment letters for donors, and make sure they are sent out within 48 hours. Also, maintain a tracking/filing system for all gifts/pledges that meet audit requirements.
• Carry out as-needed mailings produced in-house, including merges as needed, to maintain and increase the donor base, as well as communicate with members and the community.
• Administrative support to the Executive Director, Business Office, and other departments, as needed, to ensure effective communication from the Executive and Business Office.
• Attend committee meetings, Board meetings, and special events to build relationships with Y professionals/leaders and supporters.
• Prepare and organize Board materials in a timely fashion, as well as prepare the agenda and minutes of each committee, to ensure smooth operation of meetings that will have an overall impact on the success of the Branch and the Board.
• Help in planning and executing events related to the annual fundraising initiative, the Annual Campaign, and Branch events to ensure well-organized and successful events.
• Support the Business Manager with processing HR employment, volunteer documents, creating labor schedules, and allocating salaries to the appropriate departments. Also assist with timely staff and volunteer onboarding, including scheduling background checks, reviewing new hire applications, and tracking training completion.
• Take control of office inventory, Branch IT support, and purchasing of supplies in order to provide support and direction for the resolution of IT issues, including monitoring of copiers and printers.
• Responsible for batch closing in a timely manner and accounts payable, as needed, in order to provide support in processing daily business needs.
• Manage the financial assistant program and maintain a tracking/filing system for awards that meet audit requirements. Hence, reducing the Branch's liability.
• Manage third-party billing and Branch receivables to ensure the successful collection of revenue and meet audit requirements. Hence, reducing the Branch's liability.
• Model the Y's 4 core values to ensure maximum quality of the Annual Campaign and Board affairs.
• Manage facility space usage and maintain the calendar.
• Maintain the Executive Director's Calendar.
• Other duties as assigned.

Desired Skills & Experience:

• Associate's Degree and experience in a related field, or equivalent experience required. Bachelor's Degree preferred.
• One (1) to three (3) years of administrative experience and experience building community relationships.
• One (1) to three (3) years of Human Resources experience and experience working with staff and volunteers.
• Knowledge of Microsoft Excel, Word, Publisher, and PowerPoint.
• Knowledge of AS400 Database Management is a plus.
• Knowledge of Fund Development and Board Development.
• Excellent interpersonal communication written and oral.
• Excellent project management and organizational skills.

Benefits: The YMCA of Greater New York offers a variety of benefits to its staff members, including retirement benefits, medical, paid time off, free YMCA membership, and more! Benefit eligibility is determined by an individual's employment status (i.e., full-time or part-time), tenure, and/or the number of hours scheduled to work. Click for more information.

How to Apply: If you would like to be a member of our dynamic team, please complete our online application and submit your rsum and a thoughtful cover letter that explains your interest in the role and our organization.