Youth Programs Administrative Assistant

Job Title: Youth Programs Administrative Assistant

Classification: Non-exempt, Full time

Department: Youth Development

Reports To: VP of Operational Excellence

Job Grade: 5

Pay Range: $16.35 - $20.44, DOE. We offer many great benefits, including a 12% employer contribution to a retirement savings account after 2 years. Medical benefits are not currently included in our benefits package, though we are exploring options in the next few years.

A RELEVANT COVER LETTER AND RESUME MUST BE UPLOADED WITH YOUR APPLICATION TO BE CONSIDERED FOR THIS POSITION.

Our Culture

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

Position Summary

This position supports the work of the Y, a leading nonprofit charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Youth Programs Administrative Assistant at the Eugene Family YMCA intentionally fosters a cause-centered culture that is welcoming, genuine, hopeful, nurturing, and determined. The Youth Programming Administrative Assistant ensures the efficient operation of the Youth Development and Youth Sports programs by providing specialized administrative and project management support. In addition, this individual will create positive relationships with youth, members and staff while building cooperative relationships with families that focus on our core values: honesty, caring, respect and responsibility. This position directly serves our community along all dimensions of diversity, including race, sexuality, gender identity, national origin, skin color, abilities, age, religion, socioeconomic status, cultural background, lifestyles, and any other aspects.

Essential Functions

• Serves others by intentionally welcoming, connecting and supporting all program participants and members; participates as a vital part of the YMCA staff to include working with staff and volunteers in special events, and other areas as assigned

• Communicates program information, registration information, schedules, etc., patiently, effectively and consistently with members

• Exhibits strong interpersonal skills and is team oriented

• Ability to relate effectively and express empathy for diverse groups of people from all social and economic segments of the community

• Ability to build strong relationships, inspire confidence and work effectively with a wide variety of stakeholders; professionalism and discretion are key components of this role; must maintain highly confidential information.

• Handles and resolves typical youth program concerns and informs supervisors of unusual situations or unresolved issues

• Prepares, tracks and reconciles DHS Child Care Tuition Reimbursement in accordance with State policies

• Builds effective, authentic relationships with children and families; helps them connect with each other and the YMCA; encourages family involvement and identifies potential volunteers

• Processes registrations and payments for all aspects of youth programs (DAXKO)

• Maintains records as required (i.e. sign in/outs, USDA, receipts, etc.)

• Updates the Ys website with current information, including typing and attaching PDF documents

• Builds and maintains current and upcoming programs in Daxko for all youth programs, including monitoring waitlists and program openings for full programs

• Maintains up-to-date programs in Remini (Youth Development) and Y Game Time (Youth Sports)

• Supports collections function for Youth Development; works with Program Director to review and resolve outstanding collections

• Submit licensing applications and ERDC relistingMaintain good working relationships with vendors and other professional advisors

• Sets precedent within limits and/or administers operating rules and procedures under management guidance

• Solves complex administrative problems, applying research, training or business approaches in new ways; recommends new approaches to senior leaders

• Complete all required trainings as assigned by supervisor, by scheduled due date

• Must maintain a current, valid Oregon drivers license, a DMV driving record that meets YMCA standards, and evidence of insurability throughout entire term of employment

• Other duties as assigned

Minimum Qualifications

• Requires reading, communication, math and problem solving skills equivalent to high school or GED.

• At least three and a half years of related administrative work experience

• At least intermediate level skills with core business software, including the Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint, Forms), Adobe Acrobat)

• Enrolled in the Child Care Division Central Background Registry (oregonearlylearning.com) and proof of enrollment (if 18 years or older)

Preferred Qualifications

• Previous experience managing complex projects from planning through execution

• Meets minimum qualifications for Program Leader I position for occasional substitute teaching work

• Previous experience working with youth

• Previous experience coordinating office equipment and technology

• Previous experience working at a YMCA

• Experience working with individuals of diverse backgrounds (race, sexuality, gender identity, national origin, skin color, abilities, age, religion, socioeconomic status, cultural background, lifestyles, and any other aspects)

• Bilingual Spanish skills (verbal)

Professional Competencies

• Attention to detail with demonstrated skills in planning and time management; must work autonomously and display independent work proficiency, flexibility and dependability; exercise sound judgment with the ability to make timely decisions without supervision

• Ability to manage multiple tasks and effectively prioritize to meet deadlines; willingness to work enthusiastically under fluctuating priorities and have the ability to focus and return to tasks and projects with frequent interruptions

• A high degree of computer proficiency is required due to the expansive level of platforms the position interacts with; these include Y Game Time, Remini, JotForm, and the Microsoft Suite among others

Work Environment & Physical Demands

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.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.

• The employee frequently is required to sit and reach, and must be able to move around the work environment.

• The employee must occasionally lift and/or move up to 10 pounds.

• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

• The noise level in the work environment is usually moderate.

Employee Benefits & Discounts

• Careers | Eugene Family YMCA (eugeneymca.org)
  

The Eugene Family YMCA is an Equal Employment Opportunity Employer.

The Eugene Family YMCA is committed to creating an environment of mutual recognition where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. The Y believes that diversity, inclusion, and a sense of purpose and belonging in the workplace are critical to the achievement of our mission. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

If you need assistance or an accommodation due to a disability, you may complete the ADA Accommodation Request Form; or contact us at hr@eugeneymca.org or 541-686-9622, ext. 246.

The Y: We're for youth development, healthy living, and social responsibility.