Operations Administrative Supervisor

Description
1. Job Summary:
The Operations Administrative Supervisor is responsible for providing support and direction for the administration at multiple Y locations/camps and managing the flow of admin work at those locations. They supervise assigned administrative staff and provide coverage as needed contributing to the overall goals of Y locations and camps. The incumbent works with the Executive Directors in supporting the administrative duties of Mission Advancement, Human Resources, Purchasing and other Association Services departments as well as provide direct administrative service to internal and external customers.
2. Essential Functions:

• Hire, supervise, and train administrative office support staff, define standards, and determine goals or objectives.
• Provide direct administrative support at assigned location/s.
• Provide administrative support within district as work flow dictates.
• Coordinate staffing levels and tasks throughout assigned district.
• Work with the branch management team and Association Services for building programs to develop and implement improved processes, systems, and procedures.
• Maintain, communicate, and enforce all YMCA administrative policies and procedures.
• Attend necessary meetings for individual Y locations/camps and Association in order to remain knowledgeable on all organizational matters.
• Assist in special projects and activities as required by the supervisor.
• Perform HR administrative duties, which may include but not limited to collecting new part time hire paperwork and maintaining part time personnel files for the branch/camp.
• Assist in training and provide systems/computer support for branch/camp staff.
• Motivate teams to high performance while ensuring compliance the Association, branches, government, and other record keeping and reporting requirements.
• In cooperation with supervisor, provide performance feedback for assigned team members.
• Purchase all supplies and materials, including food needed for board meetings and Annual Campaign events.
• Provide administrative support for the branch/camp community board, which may include but not limited to answering questions, attending meetings, providing meeting minutes, scheduling rooms and food.
• Provide administrative support and maintain records for Mission Advancement and Capital Campaigns, which may include but not limited to sending thank you letters for all pledges and preparing batch transmittals of annual and capital campaign pledges and payments.
• Assist with all fundraising efforts, which may include coordinating and organizing procedures and assignments related to special events and board efforts.

3. Relationships:
This position reports to the Senior Director of Customer Experience who reports to the Senior Vice President of Information Technology. These incumbents have some supervisory responsibilities. The incumbents interact with the Association staff, branch staff, members, and program participants.
4. Qualifications:
Required:

• Minimum of three (3) years of high-level administrative experience including giving work direction to team members.
• Ability to think conceptually, portray good analytical skills, and demonstrate assertiveness to manage the scope and diversity of the responsibilities.
• Must have ability to work in a fast-paced environment, set priorities, and work with a diverse population.
• Strong interpersonal communication skills.
• Ability to improve and streamline processes; supervise diverse staff; handle multiple administrative tasks; provide guidance; and resolve complex customer, personnel, and other people problems.
• Knowledge of and demonstrated technical skills working with Microsoft Office Suite applications/administrative functions and programs (including program installation/maintenance, Windows, MS Office, spreadsheets, desktop publishing, etc).
• Able to process and handle a large volume of work.

Preferred:

• Bachelor's degree in related field
• Minimum of 1 year of supervisory experience
• Multilingual
• Strong understanding and broad knowledge of the YMCA's mission, philosophy, administrative, and organizational functions and client system served.

5. Work Conditions:

• Must be able to work on a computer for extended periods.
• Must be able to travel locally for frequent meetings.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

6. Additional Notes:
This job description represents the major functions of the position but is not intended to be all inclusive. The incumbent is also responsible for taking direction from the Senior Director of Customer Experience or their representatives in completing projects or performing duties deemed necessary for Association success.
Diversity, Equity and Inclusion Pledge
The Y of the North is committed to the work and everyday practices of eliminating disparities and eradicating of unjust systems to become a multicultural, anti-racist and anti-oppressive organization. YMCA of the North team members and volunteers must exemplify the association's mission, vision and values of caring, equity, honesty, respect and responsibility.
The YMCA of the North continues to develop plans and strategies to ensure team members and volunteers reflect the demographics of the communities we serve. We will continually conduct institutional racism and oppression review of our policies, procedures and practices in recruitment and selection; compensation and benefits; professional development and training; promotions; transfers; layoffs; terminations; and the ongoing development of a multicultural, anti-racist and anti-oppressive work environment and culture that promotes equity and respect for the human dignity of all. We value and respect this diversity and choose to be inclusive through our acceptance of all.