Operations Administrator

Greater Philadelphia YMCA•Philadelphia, PA

30d•Hybrid

About The Position

The Operations Administrator is expected to manage the administrative operations of the Branch as well as oversee the administrative functions including staff hiring, orientation, staff scheduling support, branch event scheduling management, risk management, and other operational duties as required; ensure processes and procedures comply with policies; ensure proper internal controls. Develop positive relationships with staff, members, community agencies, and organizations through excellent communication and customer service.

Requirements

Strong problem-solving orientation and the ability to work effectively as part of a cross-functional team
Data entry skills with a focus on completeness, efficiency & accuracy
Excellent customer service background and commitment to creating an outstanding member experience
Working knowledge of MS Office programs, Avocado, Ceridian and experience entering data into computer systems
Strong typing and computer system navigation skills
Strong team skills – gets along with others
Excellent interpersonal, verbal, written, and organizational skills
Strong communication skills including experience in writing, answering phone calls and speaking
Ability to prioritize and perform multiple tasks at one time and make quick decisions
Ability to work a flexible schedule with advanced notice based on hours of operation, special events and position requirements
Proven experience in financial systems, computer technology, payroll and general business procedures required
Excellent organization, planning, problem solving, and verbal and written communication skills
Possess excellent office skills, proven supervisory skills, ability to multi-task in a high volume, fast-paced environment

Responsibilities

Partner with HR to ensure their new hires have completed all of their pre-hire instructions and requirements
Partner with HR to conduct New Manager training (current staff who are promoted to managing other staff)
On-going manager’s training in Dayforce, people records, reporting, pay approval, scheduling, timesheets.
On-going manager’s training in the Applicant Tracking System (ATS) for hiring and re-hiring new staff
Point person supporting for New Hire training at the branch
Weekly Cash Reports and Cash Adjustments
Branch Staff Scheduling Support
Branch Facility Scheduling Support
Branch Advisory Board Support - i.e. – communication, organize meetings, volunteer events
Manage operations and personnel in the staffing process.
Ensure that staff are trained and facilitate the hire and orientation of new staff in accordance with association policies and procedures
Ensure that all incidents are properly recorded and reported.
Monitor risk management issues and ensure branch safety and security.
Share branch reports with Association Director of Risk Management
Monitor department and branch budgets
Prepare variance reports
Ensure staff training in the implementation of campaigns and record maintenance
Oversee the maintenance of records for branch administrative and office equipment, report any issues to IT department or outside vendors as required.
Monitor and manage vendor relationships. Follow up to ensure timely services.
Monitor Account Receivable for all departments in the branch
Build strong relationships with staff, members, volunteers and the community.
Represent the YMCA in community meetings and events
Assist in processing of bi-weekly payroll and maintain appropriate employee records.
Monitor payroll processing as well as any approved employee changes to Personnel Action Form.
Monitor and reconcile reports.
Provide branch staff with appropriate and timely financial reports and other information as needed/requested