Provide administrative support to senior leaders and related departments as assigned. Provides volunteer program through recruiting, placing, tracking, supervising and recognizing volunteers at the YMCA. Ensure administrative systems, procedures and policies are efficiently and effectively implemented.
Areas of Responsibility:
- Manages senior leader calendars/schedules and conference/training registration, travel/lodging arrangements as assigned. Maintains organization’s master calendar, meeting room calendars and arranges set up for room rentals, board/committee, and senior leader meetings
- Prepares expense reports, purchase orders, invoices, contracts and agreements for signature.
- Serves as primary communication liaison with Board of Directors and uses discretion in handling confidential and sensitive information in connection with board & senior leader responsibilities.
- Maintains and distributes routine & highly confidential, materials, files and correspondence within prescribed timelines.
- Produces minutes and maintains records for senior leaders, board and various committee meetings ensuring an accurate and organized document retention system in compliance with IRS record keeping standards.
- Recruits, screens, trains, develops, schedules and directs all program and event volunteers. Administers evaluation process of volunteer performance and develops strategies to motivate volunteers.
- Coordinates marketing of volunteer opportunities and determines best recruiting avenues to reach diverse groups. Attends local volunteer fairs.
- Maintains volunteer files, tracking and reporting of volunteers hours, and generates monthly volunteer reports.
- Organizes volunteer recognition program(s) and events.
- Maintains computer databases for various reports, committees and mailings.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Ensures operation of office equipment by calling for repairs and maintaining equipment inventories.
- Maintains a professional, positive customer service environment by providing information, answering questions and requests.
- Attends staff meetings and trainings.
- Follows all YMCA policies, rules, regulations and procedures, including emergency and safety procedures. Completes reports as necessary.
- Other duties as assigned.
Educational Background:
Associates Degree or equivalent 2-year secretarial school degree.
Skills/Experience:
- Minimum age of 21.
- Four or more years of related experience working as assistant to high level executives or administrators, preferably in a not-for-profit setting.
- Proficient in all standard business software, excel, word, outlook, business math, and data entry; Microsoft office preferred.
- One year related experience as a coordinator of people activities
- Knowledgeable about office processes and procedures.
- Experience in managing multiple tasks effectively and efficiently.
- Excellent human relation, organizational and communication skills & ability to work with integrity, discretion and a professional approach.
Compensation/Benefits:
Salary: $17.00 - $22.00
Job Function:
Organization Info
Listing Stats
Post Date:
Dec 16 2018
Active Until:
Jan 16 2019
Hiring Organization:
YMCA of the USA
industry:
Nonprofit