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Form of workPOSITION SUMMARY:
POSITION TYPE: Full-time, hourly, non-exempt
WAGE RANGE: $18.50 - $23.12/hour based on experience
ESSENTIAL FUNCTIONS:
Under the direction of the President/CEO and consistent with the Y’s mission and values, the Administrative Assistant is responsible for providing administrative support for the YMCA of Southeastern NC, to include Corporate office management/reception, board/volunteer communication and secretarial support, event planning, and fund development support. The Administrative Assistant provides secretarial and high-level administrative support to the CEO, Board Chair, and assigned executive staff.
POSITION TYPE: Full-time, hourly, non-exempt
WAGE RANGE: $18.50 - $23.12/hour based on experience
ESSENTIAL FUNCTIONS:
- Serves as principle administrative support for the Chief Executive Officer and Board of Directors, providing consistent and courteous communication, manages the CEO’s schedule, and all administrative functions.
- Coordinates annual schedules for Board of Directors and all committee (Finance, Executive, Association Task Forces, and all Branch Advisory Boards) meetings; produces and maintains minutes for meetings of the Board of Directors as well as logistical support (meeting notifications, document preparation, catering, etc).
- Maintains highly confidential executive staff and board files, minutes, correspondence, and financial records.
- Assists the CEO in administrative and financial management of all special events for the YMCA Board, including invitation preparation, RSVP management, securing meeting venues, catering/décor, and serving as event coordinator when necessary.
- Acts as corporate office receptionist, greeting visitors, distributing mail, and providing Corporate office operational support.
- Coordinates Volunteer engagement for the Association, serves as liaison with the organization’s volunteer screening process and policy volunteers, and all directors of program volunteers.
- May serve as a resource for supporting HR onboarding process.
- Maintains general office supplies, copier servicing, and mail distribution for the corporate office.
- May assist Marketing/Communications department in various projects when needed.
- Perform quality work within given deadlines and expectations with or without direct supervision.
- Interact professionally with other employees, members, program participants, volunteers, and other individuals within the community always being mindful of the YMCA of SENC’s five core values of caring, honesty, respect, responsibility, and faith.
- Work independently while understanding the necessity for communicating and coordinating work efforts with appropriate individuals.
- Actively participate/attend all required staff meetings/trainings, as well as support other operational duties or special projects as assigned.
YMCA COMPETENCIES (Leader):
Mission Advancement: Accepts and demonstrates the Ys values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fund-raising.
Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view, and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.
Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establishes goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.
Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.
QUALIFICATIONS: - Passion, enthusiasm, and commitment to the mission and cause of the YMCA.
- This position requires strong organizational and communication skills, a strong work ethic, commitment to upholding confidentiality and an ability to handle a variety of responsibilities simultaneously.
- Individual must have basic understanding of non-profit board governance and ability to read and interpret documents detailing policies and procedures.
- Associate’s degree or higher education level and/or 2 years of experience in a similar/equivalent role is preferred.
- Have a solid understanding of Microsoft Office products including Word, Excel, Outlook, Publisher, OneNote and Microsoft Teams. Advanced knowledge/expertise in these products is preferred.
- Be able to obtain CPR/AED and First Aid certifications within 90 days of hire.
- Be able/willing to obtain a Notary license within 6 months of hire.
- Be able to obtain/maintain a valid driver’s license and operate a vehicle on behalf of the organization.
- This person must be able to problem solve, provide leadership to other YMCA staff and be able to work unsupervised.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to see and hear.
- Must be able to speak clearly; ability to speak effectively before large groups is preferred.
- Must be able to lift at least 20 lbs.
- Must be able to bend, stand, stoop, walk and climb a ladder.
- Must be able to comprehend and communicate written and or verbal instructions.
- Must be able to write routine reports/correspondence and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- The CEO and the Corporate staff team of the YMCA are supported in their efforts to carry out the mission and cause of the organization in a professional manner.
- The non-profit Board of Directors and committees are kept well informed, and their records are correct and well-documented.
- Events sponsored by the YMCA showcase professionalism and run smoothly.
- Member, volunteer, program participant, and staff satisfaction is consistently improved.
