What are the responsibilities and job description for the District Administrative and Operations Assistant - Association Services Office position at YMCA of Greater Louisville?
Overview
The YMCA of Greater Louisville is an equal-opportunity employer committed to diversity and inclusion. We encourage applications from all qualified individuals regardless of race, ethnicity, religion, gender, gender identification, sexual orientation, age, or disability status.
Benefits: Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays, Short Term Disability, Long Term Disability, 401K/403b Plan, Community Wide Family Membership
Screening Requirements: Criminal Background Check
As the nation’s leading nonprofit organization committed to strengthening communities through youth development, healthy living, and social responsibility, the Y offers more than just a job. We offer you a career with a future and the chance to make a lasting difference in your community.
The District Administrative and Operations Assistant, under the direct supervision of the District Administrative Director, will take ownership of coordinating and executing various administrative functions on site for the Southwest Family YMCA. The incumbent will be responsible for providing support for Human Resources, Finance, Development and other Business Office Operations. The District Administrative Assistant will work collaboratively and cross-departmentally with Branch and Association Services teams to help increase organizational effectiveness, ensure successful mission delivery through programs and services, as well as exceptional member and employee experience.
The District Administrative and Operations Associate, under the direct supervision of the Director of Business Operation, will take ownership of coordinating and executing various administrative and accounting functions, including accounts receivables, membership, program and annual giving campaign transactions on site at the Business Operations Center. The incumbent will also provide customer service support to members, donors and branch staff, as well as assist with special projects.
Job Skills / Requirements
ESSENTIAL RESPONSIBILITIES:
- Uphold the mission and values of the YMCA, and demonstrate behaviors that reflect a determined, nurturing, genuine, hopeful, and welcoming nature.
- Model the YMCA character and values of Caring, Honesty, Respect and Responsibility through your actions and conversations.
- Communicate our brand using the Y’s Voice of Genuine, Nurturing, Hopeful, Welcoming, and Determined.
- Utilize Listen First Skills to discover and meet the needs of current and potential members/program participants.
- Assist Executive Leadership Team with board development, volunteer management and fundraising.
- Create an awesome new employee experience by efficiently completing new hire paperwork and setting up trainings for new employees.
- Perform and assist manage various membership and program tasks in Daxko (membership audits, membership invoicing, returned drafts, employee memberships, financial assistance, program set up, etc.) in a consistent, accurate and timely manner, resulting in high level of member and branch staff satisfaction.
- Assist with member and program retention efforts by managing billing and collections (past due balances/returns)
- Support branches in expense processing activities, in partnership with Finance.
- Coordinate Office Supply and similar purchases for branch usage.
- Prepare weekly branch updates to keep Membership and Contact Center Teams informed.
- Provide Branch Executives with monthly summary of Administrative metrics, where branch staff have direct responsibility (frequency of bank deposits, incident reports, overtime hours, etc.).
- Perform and assist manage various membership and program tasks in Daxko (membership audits, membership invoicing, returned drafts, employee memberships, financial assistance, program set up, etc.) in a consistent, accurate and timely manner, resulting in high level of member and branch staff satisfaction.
- Work collaboratively with the Operations Services Team to conduct various membership audits.
- Assist with special operational projects as needed.
- Serve as Daxko resource for branches and Member Experience Team, including facilitating Daxko system trainings for new staff.
- Make the Y a happy place by nurturing positive relationships with members, program participants, volunteers, vendors and staff.
KNOW HOWS/REQUIREMENTS:
- Excellent verbal, written and interpersonal skills.
- Excellent computer skills, including Microsoft Office and Outlook.
- Ability to work efficiently, effectively, independently and ability to multi-task.
- Must be organized, with strong attention to detail and ability to process a large work volume with accuracy.
- Ability to make decisions, set priorities and work as a team.
- Excellent time management skills, with a proven ability to meet deadline.
- Ability to work effectively in a face paced, deadline driven environment.
- Ability to exercise poise, tactfulness, diplomacy and maintain confidentiality.
- Ability to work and communicate in a positive, collaborative manner.
- Ability to build genuine relationships and communicate positively with diverse groups of people, at all levels of management, employees, volunteers and vendors.
- Exemplify YMCA values, leadership qualities and a professional image.
- Open to working a flexible schedule, including occasional evenings and weekend hours.
- Embrace change and the opportunity to perform other related duties as assigned.
- Excellent computer skills, including Microsoft Office and Outlook. Daxko and Raiser’s Edge knowledge preferred, but not required. (Training will be provided.)
- Ability to work efficiently, effectively, independently and ability to multi-task.
IMPACT ON END RESULTS:
- This position will have a positive impact on the overall effectiveness of the branches and serves as a critical partner and liaison to the Association Services, which helps in ensuring successful mission delivery through programs and services in the community.
- The effectiveness of this position is primarily measured by the satisfaction of members and staff, as well as a sound fiscal position of the organization.
STATUS: Full-Time, Non-Exempt
STARTING PAY RANGE: $16 per hour (based on experience)
Additional Information / Benefits
STARTING PAY RANGE: $16 per hour (based on experience)
An excellent benefits package is offered including quality health coverage with dental & vision options and 12% Retirement paid by the YMCA. Moving costs and a relocation allowance may also be provided. The YMCA of Greater Louisville maintains a strong commitment to training and professional development. As a YMCA team member you will receive a community-wide family membership upon completion of New Employee Orientation, and Y program discounts.
This is an opportunity to join an energetic, mission-oriented team committed to improving health and strengthening communities through youth development, healthy living and social responsibility. The YMCA of Greater Louisville offers enrichment and networking opportunities through its association with the YMCA North American network. Louisville is the largest metropolitan area in Kentucky and home to the Kentucky Derby. It is a city with world-class arts, amazing food, affordable housing, and more than 150 entertainment venues.
The YMCA of Greater Louisville is an equal-opportunity employer committed to diversity and inclusion. We encourage applications from all qualified individuals regardless of race, ethnicity, religion, gender, gender identification, sexual orientation, age, or disability status.
Salary : $16
