Association Office Administrative Assistant - Tampa Metro Area YMCA

Description

Under the direction of the Director of Administration, the Administrative Assistant will be responsible for creating a welcoming environment while seeking out the needs of guests at the Association office and providing outstanding customer service. In addition to enthusiastically greeting visitors, the Administrative Assistant will assist with general inquiries and perform general member service functions including member account management. The Administrative Assistant will perform a variety of administrative tasks including: managing incoming/outgoing mail and communications, controlling inventory, receiving packages and delivering, and projects assigned by the Director of Administration.

Critical areas of expertise include: customer service, highly organized, performs with an exceptional attention to detail, high level of confidentiality, reliability, punctuality and professional demeanor/appearance, time management and multitasking skills.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Operations/Team Leadership

• Completes daily opening and closing procedures for the corporate Association Office ensuring office is opened and closed on time. Duties to include: updating meeting marquee, checking voicemail messages and returning calls, turning on/off office equipment.
• Responsible for effectively communicating information to callers regarding general inquiries, Family Center information, membership, programs and events.
• Provides quality customer service and engagement to all members, participants, and guests via all modes of communication (in-person, online, phone). Create and maintain a positive impression for guests consistently through various means of communication.
• Provides administrative support for Association Volunteer Strategies to include, but not limited to:
• Works with Supervisor and SVP of Community Partnerships to determine what requisitions (job descriptions) need to be built for each Center, as well as considering options to expand volunteer support that aligns with the Strategic Plan.
• Administration of volunteer management system/software, coordination of volunteer job descriptions and collaboration with operating directors to facilitate volunteer activities.
• Provides support in the administration of VolunteerHub - screening, tracking and background checks.
• Checks VolunteerHub daily for updates and any communication from staff and volunteers.
• Provides administrative support for Association third-party payer relationships.
• Provides administrative support for Association departments, as needed.
• Deals effectively and tactfully with a wide variety of individuals in person, via telephone and in writing. Works independently to resolve problems and diffuse situations as they arise.
• Identifies and reports safety concerns, presence of unauthorized persons or unusual occurrences and taking appropriate action.
• Attends all conferences, trainings, meetings, and presentations as assigned.
• Assists in all areas, project teams, job tasks as assigned.
• Performs other duties as assigned by supervisor.

Administrative

• Assists management and various departments on projects as needed (accounting, sorting, filing, ordering).
• Manages office supply inventory and coordinates replenishment orders.
• Schedules FedEx and UPS packages for pick-up. Accepts deliveries from various vendors and distributes accordingly.
• Coordinates incoming and outgoing mail and communications. Prepares courier bags for weekly courier service pickup. Sorts and distributes mail to the appropriate staff.
• Serves as a liaison with outside vendors: such as United Janitorial Solutions, Pro-Copy, Image 360, Total Air Solutions, etc.
• Manages room reservation calendars for meetings, training, events, etc.
• Prints/orders/distributes associate nametags for new hires and replacements. Submits journal entries to accounting on a monthly basis.
• Manages postage machine and inventory of office and kitchen supplies (ordering, unpacking and distributing of the supplies).
• Manages lobby, kitchen, office areas, hallways, exits/entrances to ensure areas are clean, free of hazards and are welcoming.
• Supports the Director of Administration as needed with special projects.

Safety and Risk Management

• Uses discretion and independent judgment in handling confidential and sensitive information in connection with the Director of Administration responsibilities and communication to/from the Association C-Suite leadership, associates, vendors, and guests.

Requirements

• Assists management and various departments on projects as needed (accounting, sorting, filing, ordering).
• Manages office supply inventory and coordinates replenishment orders.
• Schedules FedEx and UPS packages for pick-up. Accepts deliveries from various vendors and distributes accordingly.
• Coordinates incoming and outgoing mail and communications. Prepares courier bags for weekly courier service pickup. Sorts and distributes mail to the appropriate staff.
• Serves as a liaison with outside vendors: such as United Janitorial Solutions, Pro-Copy, Image 360, Total Air Solutions, etc.
• Manages room reservation calendars for meetings, training, events, etc.
• Prints/orders/distributes associate nametags for new hires and replacements. Submits journal entries to accounting on a monthly basis.
• Manages postage machine and inventory of office and kitchen supplies (ordering, unpacking and distributing of the supplies).
• Manages lobby, kitchen, office areas, hallways, exits/entrances to ensure areas are clean, free of hazards and are welcoming.
• Supports the Director of Administration as needed with special projects.

Certifications/Trainings Required:

• Must obtain within 30 days of employment and then maintain current certifications in CPR/ AED and First Aid.
• Maintain other required certifications as stated in the training matrix.

WORK ENVIRONMENT AND 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 including, but not limited to:

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and authorized work phone/smart device
• Ability to perform all physical aspects of the position, including but not limited to, walking, standing, bending, reaching, and lifting
• The employee frequently is required to sit and reach, and must be able to move around the work environment
• Ability to lift and move a minimum of 30 pounds
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
• Ability to work in a variety of environments, specifically those subject to extreme humidity/dampness, heat and cold
• The noise level in the work environment is usually moderate
• This position may require availability to work flexible hours including evenings, weekends, and holidays as needed