Program Assistant, Schools Program

Description

Position Summary

This position supports the work of the Y, a leading nonprofit committed to strengthening community through youth development, healthy living and social responsibility. Assists the Program Director of Workforce Initiatives by providing administrative and high-level applicant screening support for the School Programs locations. This position involves the use of discretion and independent judgment.

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. We are the Y.

Job Responsibilities

• Create documents, professional reports, spreadsheets, graphs/charts, presentation materials and other complex information for the leadership as assigned.
• Review, track and analyze data to produce reports in support of the operations and management.
• Coordinate and organize meetings (Master Calendar Management), special projects, programs and communication.
• Develop and maintain the calendar of the District Executive Director.
• Serve as liaison to parents, stakeholders and all related responsibilities.
• Set up for meetings, attend required meetings, take notes and compile meeting minutes as needed, and distribute minutes/ agendas to appropriate parties.
• Complete reporting, purchase orders, project management, expense reports, and special assignments as identified by the District Executive Director.
• Download, pre-screen and schedule candidates for positions at both centers. Centralize candidate and new hire tracking system.
• Coordinate all Human Resources paperwork/ processes including PAFs, position requisitions & other confidential information.
• Coordinate center recognition programs for staff, including birthday, anniversary, and special occasion.
• Perform general clerical duties, including composing written communication, filing, photocopying, screening phone calls, and faxing. Open and distribute mail.
• Develop and maintain center standard operating procedures (SOPs) for all departments.
• Report all accidents/incidents to your supervisor and follow the Association’s current employee and member injury reporting procedures.
• Performs other duties as assigned by Management.

Requirements

• Associates degree or equivalent required. Bachelor’s degree preferred.
• Minimum of 3 years of experience as an Administrative Assistant. Experience in a support role of multiple locations preferred.
• Excellent verbal and written communication skills required.
• Excellent organization skills with the ability to meet deadlines.
• Microsoft Office proficiency required.

Working Conditions

• Must be willing to work a flexible schedule, which may include weekends and holidays as needed.
• Must be willing to work an on-call schedule rotation as required.
• Must be willing to travel within Central Florida. Must have a valid Driver license. The employee is required to have visual acuity to operate motor vehicles.
• The noise level in the work environment is usually moderate to loud.
• The physical activities of this position include: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, and repetitive motions. Talking is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken word levels, with or without correction.
• Required to sit or stand for extended periods of time while demonstrating manual dexterity in order to accurately work on the phone, computer keyboard, and other equipment.
• The employee must be able to perform light work: exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• The employee is required to have close visual acuity, along with the visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned, preparing and analyzing data and figures, transcribing, viewing a computer screen, extensive reading, or to make general observations of facilities or structures.
• Must possess auditory and verbal capabilities in order to adequately communicate via phone and in person.
• The employee is not substantially exposed to adverse environmental conditions.

Disclaimers

• Must complete successful background screening, which includes criminal and employment verification. Some positions may additionally require a successful credit check screening.
• All of the above duties and responsibilities are essential job functions subject to reasonable accommodation. The YMCA promotes an equal employment opportunity work place which includes reasonable accommodation of otherwise qualified disabled applicants and employees. Please see your manager should you have any questions about this policy or these job duties.
• This job description may not be all-inclusive and employees are expected to perform all other duties as assigned and directed by management. Job descriptions and duties may be modified when deemed appropriate by management.