Administrative Assistant I (Greenpoint YMCA)

YMCA of Greater New York•Brooklyn, NY

3d•Onsite

About The Position

The Greenpoint YMCA is seeking an Administrative Assistant to provide administrative and operational oversight and support for the department and its programs. The role supports quality program execution as well as membership, fund development, and Board engagement operations. The Administrative Assistant contributes to the department’s quality, culture, and success and helps maintain a professional, friendly, and safe facility environment.

Requirements

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

Nice To Haves

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

Responsibilities

Provide and manage departmental administrative support, including letters and memos.
Enter data accurately and promptly into applicable systems and databases.
Answer phone calls and respond to emails in a timely, professional manner.
Maintain accurate, up-to-date records and files, including purchase orders, receipts, incident reports, and accident reports, in compliance with YMCA and funder standards.
Prepare and organize materials for meeting agendas and minutes.
Manage departmental inventory, IT support, and supply purchasing.
Process and track invoices, purchase orders, and other financial documents.
Create requisitions, receive purchase orders, resolve invoice-on-hold issues, respond to vendor inquiries, and facilitate invoices for payment.
Support the planning and implementation of special events and programs.
Manage facility space usage and maintain an updated calendar.
Uphold Association policies and demonstrate the YMCA core values of Respect, Responsibility, Caring, and Honesty.
When applicable and as needed, assist with batch closings, accounts payable, and the financial assistant program.
Participate in designated meetings, training sessions, and special events.
Perform other duties as assigned.