Administrative Assistant III

Salary : $22.00 Hourly

Increase your chances of an interview by reading the following overview of this role before making an application.

The YMCA of Greater New York is here for all New Yorkers to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches.

Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

To help fulfill our mission, we cultivate a culture of learning, leading, and collaboration to enhance community impact. Through our talented staff and LEAP career framework (Leadership, Empowerment, Accountability, Personal Growth), we are committed to a people-first approach that fosters trust, inclusion, growth, and development for all.

The Harlem YMCA is seeking an Administrative Assistant who, under the supervision of the Youth & Family Director, will contribute to the success of the Afterschool and Camp programs by leading and demonstrating outstanding operational efficiencies and fulfilling related job responsibilities.

These responsibilities include assisting with all aspects of Afterschool and Camp programs. The Administrative Assistant will play an integral role in contributing to the Youth & Family Department’s program quality, culture, success, and sustainability.

Key Responsibilities :

• Administrative Support to the Youth & Family Director and other Directors to ensure effective communication and efficient operation.
• Responsible for assisting with organizing, auditing, and tracking related to staff personnel records.
• Assist with HR Audit of Youth & Family files.
• Responsible for managing the department's inventory, creating requisitions, receiving POs, resolving Invoice on-hold issues, responding to vendor inquiries, and facilitating invoices for payment.
• Aggressively monitor the department's past-due payments and prepare letters and other correspondence for parents / guardians with outstanding payments.
• Produce and complete third-party and other vendor contracts / agreements.
• Enter applicable data in AS400 and track / process all payments for ACS, 1199, and other third-party participants.
• Update and maintain AS400 rosters for Afterschool and Summer Camp. Produce and print all Afterschool and Summer Camp rosters in a timely manner.
• Track, file, and maintain all Youth & Family Financial Assistance applications.
• Assist with department new hires and onboarding as assigned.
• Maintain and ensure compliance with all Youth and Family, Summer Camp, Department of Health, SACC, Permits, and ACA requirements.
• Input government and operational requisitions for all Youth and Family department programs as needed.
• Produce and maintain government reports for COMPASS and DOE Reports.
• Organize and file participant applications for After School and Summer Camp record keeping.
• Uphold all Association Policies and demonstrate the core values of Respect, Responsibility, Caring, and Honesty.
• Other duties as assigned, such as providing assistance to other departments as requested.

Desired Skills & Experience :

• One (1) to three (3) years of administrative experience and experience working with staff and volunteers required.
• Minimum of three (3) years of experience in working with government contracts is preferred.
• Must be proficient in Microsoft Word and Excel.
• Excellent interpersonal communication - written and verbal communication skills, project management, and organizational skills.
• Current certification in First Aid / CPR preferred.
• Strong interpersonal skills, leadership qualities, and comfortable with working with diverse youth and adults.

Benefits :

The YMCA of Greater New York offers a variety of benefits to its staff members, including retirement benefits, medical, paid time off, free YMCA membership, and more! Benefit eligibility is determined by an individual’s employment status (i.

e., full-time or part-time), tenure, and / or the number of hours scheduled to work.

How to Apply :

If you would like to be a member of our dynamic team, please complete our online application and submit your résumé and a thoughtful cover letter that explains your interest in the role and our organization.

If you are a current YMCA employee, please submit your application through the Internal Career Center in Cornerstone.

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