Administrative Assistant

We create opportunities for women and girls that lead purposeful lives and strive for a community that values diversity.

YWCA Westmoreland County - 424 N. Main Street, Greensburg, PA 15601

Job Title: Administrative Assistant

Reports to: Executive Director

FLSA Status: Full Time / Non-Exempt - 40 hours/week

Location: YWCA Westmoreland County Headquarters

Last Updated: March 2025

SUMMARY: This position provides administrative support for the Executive Director and various other program functions, manages building rentals, and maintains excellent customer relations and service to all members, volunteers, students, program participants, and other stakeholders. This position also serves as the primary liaison for member-related services.

General Duties

• Establish and maintain positive image for all stakeholders (including but not limited to staff, board of directors, members, volunteers, and donors).
• Meet and greet visitors in a friendly, helpful and professional manner at all times.
• Provide accurate and appropriate program information.
• Keep current on all YWCA activities and programs.
• Provide information and tours of the building as needed.
• Give information and referral on social service organizations in the community.
• Assist with mailings, including the updating of mailing lists, mail merges, and labels.
• Assist Bookstore volunteers.
• Facilitate volunteer meetings to ensure smooth operations.
• Monitor and replenish supplies to keep the bookstore running efficiently.
• Complete registrations and accept payments - Write appropriate receipts for payments.
• Gift recording, acknowledgement and reporting.
• Maintain and distribute the weekly activity calendar.
• Keep technology program flyer updated for distribution.
• Schedule evening and weekend receptionists for rentals, classes, and other activities.
• Answer email inquiries and other email in a prompt, professional manner.
• Support Executive Director in board relations and with other key constituents.
• Work with the Executive Director to keep various lists regarding Board and Committee members updated.

Membership Management Duties

• Serve as the primary public liaison for members’ questions and concerns.
• Work with the Executive Director to create and maintain a robust membership structure and schedule of benefits.
• Plan and execute and annual membership drive to recruit new members.
• Coordinate membership renewals, organizing the memberships and ensure up-to-date member information is entered in the database.
• Process cash and checks received according to organizational procedures.

Rental Management

• Be knowledgeable about the YWCA of Westmoreland County Mansion so as to speak with perspective renters regarding building rentals.
• Be available to meet, greet and talk to renters when they call or stop in to discuss renting.
• Draft contract and send via mail or email.
• Communicate and coordinate with Maintenance Director for event setup needs.
• Schedule receptionist for event.
• Maintain hardcopy of Rental contract in file as a reference.
• Manage payment and forward to Fiscal Manager.

SUPERVISORY RESPONSIBILITIES: No direct supervisory duties required.

OTHER SKILLS AND ABILITIES:

• Ability to maintain confidentiality with sensitive or privileged company information.
• Ability to apply independent judgment.
• Excellent oral, written, communication and interpersonal skills.
• Ability to work with staff and to supervise volunteers.
• Excellent organizational and time management skills.
• Is innovative; displays original thinking and creativity.
• Meets challenges with resourcefulness; generates suggestions for improving work.
• Presents ideas and information effectively.
• Is a self-starter; takes initiative when performing job duties.
• Has a positive attitude and seeks to build team morale.

EDUCATION/EXPERIENCE: High school diploma and 5 years of office administration experience (or) an associate’s degree from an accredited college or university and 2 years of office administration experience.

LANGUAGE ABILITY: Ability to write, speak and listen well. Ability to read, analyze, proofread, and interpret documents and spreadsheets. Ability to respond effectively to the most sensitive inquiries or complaints.

COMPUTER SKILLS: Experienced with the Microsoft Windows Operating System.

ADA: The physical demands described here are 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:

• Specific vision abilities required by this job include close vision and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to talk or hear.
• It is required to be able to multitask.
• Ability to lift up to 20 pounds.
• Ability to climb stairs.

Items may be added or removed from this job description as deemed necessary by management. This position provides administrative support to the Executive Director and other program functions.

Job Type: Full-time

Pay: $15.66 - $16.38 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Ability to Commute:

• Greensburg, PA 15601 (Required)

Ability to Relocate:

• Greensburg, PA 15601: Relocate before starting work (Required)

Work Location: In person

Salary : $16 - $16