Administrative Program Specialist

YMCA of Rock River Valley•Rockford, IL

2d•$15

About The Position

YOUR IMPACT The Administrative Program Specialist is key to delivering exceptional service and operational support for YMCA childcare and youth programs. This role manages member inquiries, maintains accurate program and financial records, supports collections activities, and assists with compliance documentation to ensure smooth daily operations. The Administrative Program Specialist creates positive experiences for families through responsive communication and attention to detail, while upholding the YMCA's values and commitment to community service. EXPECTATIONS & RESPONSIBILITIES Model YMCA core values and Service Standards in all interactions. Assist with program registration and enrollment, ensuring timely and accurate updates to member accounts. Manages phone calls, emails and in-person inquiries, ensuring excellent customer service. Maintains accurate records, including rosters, financial assistance documentation and program data. Support collections activities by tracking and scheduling payments, following up on outstanding balances, and preparing member notices under guidance of supervisor. Perform clerical tasks, including filing, data entry, and document organization to support daily operations. Provide administrative support to program teams, including preparing materials, maintaining compliance documentation, and assisting with reporting. Support nutrition service operations by maintaining required documentation and assisting with program compliance tasks. Ensures a strong focus on character development and diversity, equity and inclusion throughout programming. Reports damaged equipment or safety hazards promptly to supervisor. Performs any other functions necessary for the smooth and efficient operation of the YMCA of Rock River Valley. SCHEDULE & COMPENSATION: 1 Position Regardless of primary assignment, this position may be required to travel between sites as needed. Position 1: Camp Winnebago Part-Time, Non-Exempt Monday - Friday, Flexible schedule available between 9:00 am - 5:00 pm Occasional afternoon shifts, required $15.00 per hour QUALIFICATIONS High school diploma or equivalent, or relevant experience required Proficient in Google Suite, Microsoft Excel and Word Excellent interpersonal communication and organization skills Ability to relate effectively to diverse groups of people from all social and economic segments of the community Strong attention to detail and ability to maintain accurate records Experience in customer service or administrative support roles Ability to maintain confidentiality and handle sensitive information CPR, AED and First Aid Certifications required within 90 days Current Praesidium Academy trainings The Y is proud to be an Equal Opportunity Employer. We offer more than just a job, rather the opportunity to make a lasting difference in the lives of those around you. THERE'S SO MUCH MORE TO WORKING AT THE Y: ALL STAFF BENEFITS: Discounted Programs & Services, Including Child Care Pay Differential for Bilingual Employees Paid Time Off: Paid Leave for All Workers Employee Crisis Fund Employee Assistance Program Cell Phone Discounts with Participating Providers Tickets At Work Discount Program 401 (a) Retirement Plan: 8% YMCA Contributed Retirement 403 (b) Savings Plan: Tax-Deferred Account and Roth Account Options For retirement plan eligibility requirements, and additional information, visit www.yretirement.org . FULL TIME STAFF BENEFITS: Free Family Membership 3 Paid Floating Holidays 10.5 Paid Holidays Paid Vacation and Sick Time: Varies by Employment Type Short-Term Disability Program Medical, Dental and Vision Insurance: Partially Employer Paid. Employee Contribution Required Life and Long-Term Disability Insurance: YMCA Sponsored and Employee Contribution Programs Available Accident, Critical Illness & Hospital Insurance Plans: Employee Contribution Required Tuition Reimbursement: Must Meet Qualifications PART TIME STAFF BENEFITS: Free individual Membership Discounted Rate to Upgrade to Another Membership Category 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. OUR COMMITMENT TO BELONGING The Y is made up of people of all ages, from all walks of life, working side-by-side to strengthen communities. Together, we strive to ensure that everyone, regardless of ability, age, cultural background, ethnicity, faith, gender, gender expression, gender identity, ideology, income, national origin, race or sexual orientation has the opportunity to reach their full potential with dignity. Our core values are caring, honesty, respect, responsibility and faith they guide everything we do. OUR COMMITMENT TO YOUTH PROTECTION The YMCA of Rock River Valley has a responsibility to provide safe and secure programs and services for our community. The YMCA is a leader in child abuse prevention to support the safety of children in our care. You'll support the commitment of the YMCA to child abuse prevention by: Report any items that may provide a health or safety hazard to staff, members or guests to your supervisor. Follow all policies and procedures related to keeping children safe in our facilities and programs, including those related to the monitoring and supervision of children. Report any suspicious behavior and violation of policy and procedures to your supervisor. Complete all child abuse prevention training as required. The Y: We're for Youth Development, Healthy Living and Social Responsibility

Requirements

High school diploma or equivalent, or relevant experience required
Proficient in Google Suite, Microsoft Excel and Word
Excellent interpersonal communication and organization skills
Ability to relate effectively to diverse groups of people from all social and economic segments of the community
Strong attention to detail and ability to maintain accurate records
Experience in customer service or administrative support roles
Ability to maintain confidentiality and handle sensitive information
CPR, AED and First Aid Certifications required within 90 days
Current Praesidium Academy trainings

Responsibilities

Model YMCA core values and Service Standards in all interactions.
Assist with program registration and enrollment, ensuring timely and accurate updates to member accounts.
Manages phone calls, emails and in-person inquiries, ensuring excellent customer service.
Maintains accurate records, including rosters, financial assistance documentation and program data.
Support collections activities by tracking and scheduling payments, following up on outstanding balances, and preparing member notices under guidance of supervisor.
Perform clerical tasks, including filing, data entry, and document organization to support daily operations.
Provide administrative support to program teams, including preparing materials, maintaining compliance documentation, and assisting with reporting.
Support nutrition service operations by maintaining required documentation and assisting with program compliance tasks.
Ensures a strong focus on character development and diversity, equity and inclusion throughout programming.
Reports damaged equipment or safety hazards promptly to supervisor.
Performs any other functions necessary for the smooth and efficient operation of the YMCA of Rock River Valley.

Benefits

ALL STAFF BENEFITS: Discounted Programs & Services, Including Child Care Pay Differential for Bilingual Employees Paid Time Off: Paid Leave for All Workers Employee Crisis Fund Employee Assistance Program Cell Phone Discounts with Participating Providers Tickets At Work Discount Program 401 (a) Retirement Plan: 8% YMCA Contributed Retirement 403 (b) Savings Plan: Tax-Deferred Account and Roth Account Options For retirement plan eligibility requirements, and additional information, visit www.yretirement.org .
FULL TIME STAFF BENEFITS: Free Family Membership 3 Paid Floating Holidays 10.5 Paid Holidays Paid Vacation and Sick Time: Varies by Employment Type Short-Term Disability Program Medical, Dental and Vision Insurance: Partially Employer Paid. Employee Contribution Required Life and Long-Term Disability Insurance: YMCA Sponsored and Employee Contribution Programs Available Accident, Critical Illness & Hospital Insurance Plans: Employee Contribution Required Tuition Reimbursement: Must Meet Qualifications
PART TIME STAFF BENEFITS: Free individual Membership Discounted Rate to Upgrade to Another Membership Category

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