Administrative Assistant at YMCA of ColumbiaWillamette

Portland, Oregon, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Sep, 26

Salary

0.0

Posted On

12 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Project Management, Daxko, Financial Reconciliation, Member Engagement, Microsoft Office Suite, Adobe Acrobat, Child Care Administration, Subsidy Management, Communication, Interpersonal Skills, Confidentiality, Enrollment Strategy, Grant Reporting, Problem Solving, Customer Service

Industry

Non-profit Organizations

Description

Description POSITION SUMMARY This position supports the work of the Y, a leading nonprofit charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Administrative Assistant, Youth Development intentionally ensures the efficient operation of the Youth Development programs by providing specialized administrative and project management support. This role is accountable for the effective administration and continuous improvement of enrollment, registration, and financial operations systems. In addition, this individual will create positive relationships with youth, members and staff while building cooperative relationships with families. This position directly serves our community along all dimensions of diversity, including race, sexuality, gender identity, national origin, skin color, abilities, age, religion, socioeconomic status, cultural background, lifestyles, and any other aspects. FUNCTIONS Reasonable Accommodations Statement To perform this job successfully, an individual must be able to perform each duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the functions. Essential Functions: Member Engagement Intentionally welcome, connect, and support all program participants and members, using independent judgment to address member needs and concerns. Communicate with program, registration, and schedule information clearly, patiently, and consistently. Build authentic relationships with families. Proactively identify engagement opportunities and cultivate member participation and volunteer pipelines. Demonstrate empathy and effectively serve individuals from diverse social and economic backgrounds. Promote YMCA programs and services. Teamwork & Professionalism Coordinate cross-functional collaboration with staff and volunteers, including support for special events and assigned projects. Demonstrate strong interpersonal skills, professionalism, and discretion. Build effective relationships with a wide range of stakeholders. Maintain confidentiality of sensitive and highly confidential information. Serve as a key liaison across program, operations, and administrative teams. Complete all required training by assigned deadlines. Program & Registration Support Oversee program registration and payment systems, including configuration, optimization and building child care programs within Daxko. Manage enrollment strategy, including waitlists, capacity optimization, and program availability. Manage registration communications to ensure timely, accurate resolution within 48 hours. Resolve enrollment and program issues, including complex or non-standard cases, and determine appropriate escalation pathways Financial Operations & Subsidies Serve as the primary subject matter expert and operational lead for childcare financial systems including subsidies, financial assistance, and past-due accounts. Oversee administration, reconciliation, and compliance of ERDC and other subsidy programs, including resolution of complex discrepancies and coordination with state and internal stakeholders Ensure accuracy, compliance, and timeliness of financial documentation while exercising discretion in subsidy and account resolution matters. Maintain and report on grant-related financial data, ensuring accuracy and alignment with funding requirements Other duties as assigned. Minimum Qualifications: Requires reading, communication, math and problem-solving skills equivalent to high school or GED. At least two years of related administrative work experience At least intermediate level skills with core business software, including the Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint, Forms), Adobe Acrobat) Enrolled in the Child Care Division Central Background Registry (oregonearlylearning.com) and proof of enrollment (if 18 years or older) Requirements REQUIREMENTS Must pass YMCA background check and be registered with Oregon Background Registry First Aid/CPR & BBP certification or the ability to acquire within 60 days Must have reliable transportation Food handlers' card or the ability to acquire within 60 days Oregon Safety Set Trainings including: Safe sleep certificate (if working with infants) ICCHS Introduction to Child Care Health and Safety RRCAN Recognizing, Reporting, Child Abuse and Neglect certificate Foundations for Learning WORK ENVIRONMENT 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. 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 phone/smart device. The employee frequently is required to sit and reach and must be able to move around the work environment. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. The noise level in the work environment is usually moderate.

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Responsibilities

Provides specialized administrative and project management support for Youth Development programs, focusing on enrollment, registration, and financial operations. Acts as a key liaison between program and administrative teams while managing childcare subsidies and member relationships.