Administrative Assistant I (Coney Island YMCA)

YMCA of Greater New York•Brooklyn, NY

24d•Onsite

About The Position

The Coney Island YMCA is seeking an Administrative Assistant who will play a critical role in the successful operation of the department and its programs. The Administrative Assistant will provide administrative and operational oversight and support to ensure quality program execution. In addition, the Administrative Assistant will provide administrative support to our membership, fund development, and Board engagement operations. They will play an integral role in contributing to the department’s overall quality, culture, and success, and will ensure an atmosphere of professionalism, friendliness, and safety within the facility.

Requirements

Associate’s degree and experience in a related field, or equivalent experience required.
Minimum of one (1) year of administrative experience and experience working with staff and volunteers.
Knowledge of, Microsoft Excel, Word, Publisher, and PowerPoint.
Excellent interpersonal communication – written and oral, project management, and organizational skills.

Nice To Haves

Bachelor’s degree preferred.
Knowledge of AS400 Database Management a plus.

Responsibilities

Provide and manage all administrative support to the department (letters, memos, etc.).
Accurate and timely data entry into all applicable systems and databases.
Answer phone calls and respond to emails in a timely and professional manner.
Maintain accurate and up-to-date records and files (POs, receipts, incident reports, accident reports, etc.) in compliance with YMCA of Greater New York and funder standards.
Prepare and organize materials for meeting agendas and minutes.
Responsible for managing the department’s inventory, IT support, and purchasing of supplies.
Process and track invoices, purchase orders, and other financial documents.
Responsible for creating requisitions, receiving POs, resolving Invoice on Hold issues, responding to vendor inquiries, and facilitating invoices for payment.
Support the planning and implementation of special events and programs.
Manage the facility space usage and maintain an updated calendar.
Uphold all Association policies and demonstrate the Y core values of Respect, Responsibility, Caring, and Honesty.
If applicable, assist with batch closings, accounts payable, and the financial assistant program, as needed.
Actively participate in designated meetings, training sessions, and special events.
Other duties as assigned.