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The Administrative Assistant will support both the Government and branch-based programs for the Vanderbilt branch.
Job Description
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 Vanderbilt YMCA is seeking an Administrative Assistant who will play a critical role in the successful operation of both the Government and branch-based programs for the Vanderbilt branch. The Administrative Assistant is responsible for assisting the Senior Program Director to provide administrative oversight and support, to ensure quality program execution.
Qualifications
- Associate degree or equivalent experience in related field required; Bachelor’s degree preferred.
- Minimum of one (1) to three (3) years of administrative experience.
- Minimum of one (1) to three (3) years of HR experience and experience in Community Relations and working with staff and volunteers.
- Knowledge of Excel, MS Word, Publisher, PowerPoint, Oracle, ADP.
- Knowledge of Fund Development, Board Development, and Human Resources.
- Excellent interpersonal communication – written and oral, project management and organizational skills.
Essential Functions
- Provide administrative and management support to Senior Program Director and other Branch and Government grant Directors as needed to ensure effective communication and efficient operation of all programs.
- Assist with department-wide communication by means of email, newsletters, orientations, etc.
- Responsible for assisting with organizing, auditing, and tracking related to staff personnel records.
- Assist with HR Audit of Youth & Family files (Early Childhood, Fee-Base After-School and Summer Camp).
- Maintain payment tracking/ filing system for all enrolled program participants.
- Responsible for processing, tracking, and follow-up related Youth & Family SCRs, DOE, DOI, & DOH fingerprinting etc.
- Actively participate in training sessions, designated meetings, and special events such as Health Kids Day and all Open Houses.
- Assist with branch program applications with an emphasis on Fee-Based After-School, Early Childhood and Camp registration.
- Assist with filing and organize applications, registration in AS400, DOE Vendor Portal DYCD Connect and entering attendance for programs participants as needed.
- Responsible for department inventory; create requisitions; receiving PO; resolve Invoice on Hold issues; respond to vendor inquiry and facilitate invoice for payment.
- Assist with the management of branch and Early Childhood participant files to storage.
- Uphold all Association Policies/demonstrate Values of Respect, Responsibility, Caring and Honesty.
- Provide administrative assistance to other departments as required.
- Provide administrative assistance to Early Childhood, Fee-Base After-School and offsite programs including site coverage, as needed.
- Other Duties as assigned.