Office Administrator II - Grant Contracting

YMCA of San Diego County•San Diego, CA

11h•$20 - $24•Remote

About The Position

This position is responsible for supporting the day-to-day administrative activities, designated projects and providing support with board and annual support campaign administration. Under the direction of the Director of Contracts Administration, the Contracts Administrator I (ASES) provide fiscal leadership and support to the Child and Youth Development (CYD) Team and branches with their ASES/ASSETS grants including cost-reimbursable, time and materials and fixed price contracts. Develop procedures and best practices to ensure fiscal compliance with regulatory agencies and YMCA policies. Responsibilities include preparing monthly invoices to various school districts and follow up collection, if necessary, prepare internal worksheets and review results with appropriate staff, assist with budget reviews, review vendor invoices for allowable costs prior to payments being made, and regular interaction with program supervisors, visible presence at branches and/or school sites to support staff, and senior management to resolve issues and mitigate risks.

Requirements

Associates degree or equivalent work experience required
Experience keeping accurate records, rosters and meeting minutes
2+ years' work experience providing administrative support in a fast-paced work environment
Proficient in Microsoft Office a general office equipment
Strong organization and customer service skills
Detail oriented with proven time management skills
Licensing, state law and our government funders require that staff within YMCA of San Diego County be fingerprinted, prior to reporting to work, and include subsequent arrest notifications
CPR/AED, and First Aid Certification, must include Adult and Child/Infant, obtained within 30 days of hire and must be from one of the following certifying organizations: American Red Cross, American Heart Association, American Safety & Health Institute

Responsibilities

Provide administrative and clerical support
Coordinate meetings and lead specific projects
Assist in creating and drafting/editing written materials and correspondence as well as preparing presentations and reports
Provide administrative leadership to Annual Support Campaign functions
Experience providing support to special events
Provide excellent customer service to members and staff team
Provide timely and consistent communication to staff, volunteers, and members
Ability to work effectively with others in alignment with the YMCA 4 core values
Excellent organizational, planning, and prioritizing skills
Ability to be flexible and work on multiple projects simultaneously
Ability to work with Board of Management, donors, staff and volunteers
Excellent written and verbal communication skills
Experience providing administrative support in a fast-pace working environment
Project coordination experience with the ability to work independently
Ability to take direction from several departments and work effectively with multiple tiers of co-workers and volunteers
Ability to sit and stand for extended periods of time and repetitive hand motion is required
Assist in reviewing, updating, and reconciling the master equipment inventory list to ensure accuracy, completeness, and alignment with current asset records and grant regulations
Work within NetSuite to verify, update, and maintain equipment inventory data, including asset details, locations, and status changes
Work with the IT department to obtain and maintain e-waste certificates and documentation for disposed, recycled, or decommissioned equipment
Ensure proper documentation of disposed assets and update inventory records to reflect final disposition
Organize and maintain accurate equipment documentation, including serial numbers, purchase records, disposal documentation, and equipment lifecycle status
Create Inventory Standard Operating Procedures. Map out end-to-end inventory processes, including asset acquisition, assignment, transfer, maintenance, disposal, and record retention
Other duties as assigned