Administrative Assistant Ii (Long Island City Ymca)

SALARY: $22.00 Hourly

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.

To help fulfill our mission, we cultivate a culture of learning, leading, and collaboration to enhance community impact. Through our talented staff and “LEAP” career framework (Leadership, Empowerment, Accountability, Personal Growth), we are committed to a people-first approach that fosters trust, inclusion, growth, and development for all.

The Long Island City YMCA is seeking an Administrative Assistant who will support the Executive Director in managing and growing the administrative aspects of the overall Branch operations, with an emphasis on administrative work supporting Properties, Fund Development, Business/HR Office and Board of Managers.

Key Responsibilities:

• Support the Executive Director to coordinate requests for AS400, Sales Force and other online searches to report on donor and prospect history, statistics and reports.
• Enter Gifts/Pledges into the AS400 or Sales Force on “as they come in” basis and produce weekly reports, prepare acknowledgement 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 the requirements of audits. Hence reducing the Branch’s liability.
• Carry out as needed mailings produced in-house including merges as needed to maintain and increase donor base as well as communicate with members and community.
• Administrative Support to the Executive Director, Properties Department, Business Office and other departments as needed to ensure effective operations across the branch.
• 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 Agenda and Minutes of each committee to ensure smooth operation of meetings that will overall impact on the success of the branch and the board.
• Help in planning and executing events related to the Annual fundraising initiative, EDI initiative, Staff Recognition and Family events; to ensure a well-organized and successful event.
• Take control of office inventory, Branch IT support and purchasing of supplies in order to provide support and direction for resolution to IT issue, including monitoring of copiers and printers.
• Manage and keep up to date records of staffing records, including schedules, phone number, email, Emergency Contact lists, Phone Directory and training & compliance records.
• Manage and keep up to date records of community outreach partners.
• Support the Business Office as needed for batch closing in a timely manner and accounts payable as needed in order to provide support in processing of daily business needs.
• Manage financial assistance program. Also maintain a tracking/filing system for awards that meet the requirements of audits. Hence reducing the Branch’s liability.
• Managing 3rd Party Billing and branch receivables to ensure successful collection of revenue meet the requirements of audits. Hence reducing the Branch’s liability.
• Model the Y’s 4 core values; to ensure maximum quality of Annual Campaign and Board Affairs.
• Manage facility space usage and Maintenance Calendar.
• Manage Space Rental inquiries, contracts and executions.
• Support the Executive Director and Buildings & Grounds Superintendent in facility preventative maintenance contracts, purchase orders and invoicing.
• Other Duties as assigned.

Desired Skills & Experience:

• Associate's Degree, experience in related field required or equivalent experience; Bachelor’s Degree preferred.
• Minimum of 1-3 years of Administrative experience.
• Minimum of 1-3 years of Human Resources experience and experience in Community Relations and working with staff and volunteers.
• Knowledge of Excel, MS Word, Publisher, PowerPoint, AS400 data base management, Fund Development, Board Development, Human Resources.
• Excellent interpersonal communication – written and oral, 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 here 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 résumé and a thoughtful cover letter that explains your interest in the role and our organization.

Job Type: Full-time

Pay: $22.00 per hour

Work Location: In person