Administrative Assistant (Part Time)

Overview: Part Time Hourly Position - 20 hours per week Generally, M-F 1- 5 pm with occasional evenings or weekends for Y special events Pay Range: $18.00- $20.00 Hour Reports to the Downtown Branch Executive Director View Benefits in Application section for more information. POSITION SUMMARY: Reporting directly to the Downtown Branch Executive Director, the Administrative Assistant manages the efficient and consistent operations of the branch’s administrative operations, coordinates cooperative activities with local social service agencies, assists in preparing for internal and external meetings, works independently on projects, coordinates event scheduling for the Association and assists with Association administrative duties as needed. The Administrative Assistant will work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters. 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 SERVICE EXPECTATIONS: Display a friendly, helpful, and positive disposition. Provide customer service that is thorough, timely, organized, and accurate. Help ensure the Y is meeting member and participant needs by utilizing good listening skills, attentiveness, objectivity, and patience in all situations. Place members and participants as the first and highest priority, always showing kindness and compassion. Demonstrates the Y core values of caring, honesty, respect and responsibility through all daily activities and responsibilities ESSENTIAL FUNCTIONS: Organizes meetings including scheduling, sending reminders, and produces and maintains meeting minutes for Branch and All-Association meetings. Researches, prioritizes, and follows up on incoming issues and concerns, mail and communication addressed to the Downtown Branch Executive Director including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Ensure systems are in place to maintain a well-run administrative office where equipment is in good repair, supplies are readily available for program and membership staff, and other facilities related purchasing needs. Develop weekly bank deposits and deliver to the bank upon completion. Manage the Branch Petty Cash according to Association policy. Assists with membership and program registration as needed Manage facilities scheduling related to both internal and external users. Handle room rentals and birthday parties: all scheduling, fees, etc. Assist with all major facility events. Maintains computer databases for various reports, committees, and mailings. Process and deliver outgoing mail. Keeps Downtown Branch Executive Director is well informed regarding other staff’s performance in areas which directly affect their productivity and tasks. For example, patterns of missed deadlines, errors, not following procedures, policy violations and/or lack of communication. Schedules and maintains records for work orders relating to facility repairs and maintenance. Receives and responds to donation requests from community organizations. Purchase and maintain vending machine supplies and maintenance of vending machines. Handle responsibilities as assigned by Downtown Branch Executive Director. Key Leadership competencies for this position: Functional Expertise Critical Thinking & Decision Making Fiscal Management Engaging Community Collaboration Communication and Influence SAFETY & COMPLIANCE Child Abuse Policies & Prevention The YMCA enforces its policies and practices to prevent child abuse. Allegations or suspicions of child abuse are taken very seriously at the YMCA and will be reported to the proper authorities for investigation. We have abuse reporting procedures, unscheduled visits from supervisors, an open door for parents, and a code of conduct for staff. We minimize opportunities for abuse to occur and we talk with children about personal safety and touching limits. We screen carefully to prevent abusers from being hired. We provide child abuse prevention training to staff including how to conduct yourself for safe practices and termination of employment for employees who fail to report suspicion or failure to follow policies. Employees who failure to support, actively engage in prevention and be forthcoming about concerns or violations of this policy will be subject to discipline, up to and including immediate termination of employment. Background Check: A background check, criminal, work, and reference checks, will be required of any employee at hire and may be repeated during their employment. A barred report, negative report or discovery of false information will result in immediate termination. Alert & Focused: Use of illegal drugs, alcohol, prescribed or over the counter medications and lack of sleep can impact a person’s ability to be alert and focused while on duty. Used illegally or inappropriately while off duty may affect employment status. Responsibility, respect, caring, and honesty are core values of the YMCA. Employees involved in any injury found to be work-related may have to submit for a screening for drug and alcohol use. Suspicious behaviors observed while working or in the YMCA or at a YMCA program where the employee would be perceived by others as an employee may also be subject to alcohol and drug screening. Positive results of a drug or alcohol screening will result in termination of employment. Behaviors perceived as unbecoming a YMCA employee may be subject to discipline up to and including immediate employment termination. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and Experience Requirements Bachelor’s degree preferred Strong work tenure; 5-10 years’ experience supporting C-level executives, preferable in a non-profit organization. Experience and interest in internal and external communications, partnership development and fundraising. Proficient in Microsoft Office (Word, Publisher, Excel, Teams) as well as related platforms like Adobe. Key Characteristics: Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners, and donors. Expert level written and verbal communication skills. Demonstrated proactive approaches to problem-solving with strong decision-making capability. Emotional maturity. Must be creative and enjoy working in an environment that is mission-driven and community oriented. Must have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a balance among multiple priorities Highly resourceful team-player, with the ability to be effective independently. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of customer/client service and response. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Forward looking thinker who actively seeks opportunities and proposes solutions. Cash handling experience preferred Comfortable with technology and open to learning and becoming proficient in electronic and digital platforms and software used by the organization. Have leadership competencies in the identified key areas Ability to learn quickly. Ability to work with integrity, discretion, and a professional approach. Prefer knowledge of, and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.). Ability to complete all required trainings within 60 days of employment, including but not limited to CPR, first aid, Living Our Cause, DCFS Mandated Report, IL Gateway Registry Modules and to maintain these certifications as current as outlined by regulations or requirements WORK ENVIRONMENT & PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to speak concisely and effectively communicate. Be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach and must be able to move around the work environment. Physically able to sit at a computer terminal and enter data into the computer and stand at the member welcome center waiting on customers for extended periods. Visual and auditory ability to respond to critical situations ability to act swiftly in an emergency. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. May require physical effort while reaching with hands and arms, stooping, kneeling, crouching, standing, walking, balancing, bending, leaning, kneeling, walking, and climbing. Lifting and carrying supplies to and from work locations, normally lifting less than 25lbs. The noise level in the work environment is usually moderate.