Association Office Administrative Assistant
Company: YMCA of Greater Grand Rapids
Location: Grand Rapids
Posted on: June 26, 2022
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Job Description:
Description:
OUR CULTURE:Guiding Principles describe our behaviors to support
our organization's work throughout its life in all circumstances,
irrespective of changes in goals, strategies, and leadership. Our
Guiding Principles are as follows: We CULTIVATE-We grow staff and
volunteer leaders who will be stewards of the Y mission, resources,
and opportunities. We OWN-We think long-term and act on behalf of
the organization, beyond our own team. We WELCOME-We are inclusive
of all people and all communities. We SERVE-We provide timely and
excellent service to members, volunteers, community, and each
other. We LEARN-We are never done learning and always seek to
improve. We are curious about new possibilities and act to explore
them. We UNITE-We work together to achieve big goals and speak as
one voice. We RESPECT-We treat others with kindness and speak
positively about other people in all situations. We PLAY-We
celebrate, appreciate, and have fun!The YMCA of Great Grand Rapids
utilizes a Membership By Design framework, which is a member
involvement and community building model for YMCAs across the
country. All staff members-front-line, management, full- and
part-time-and volunteers have a role to play in member engagement.
These responsibilities can be broken into six steps:Enrollment:
Staff and volunteers encourage potential members to enroll in
programs and activities that meet their needs.Satisfaction: Staff
and volunteers ask members continually about their satisfaction
with a program or activity, track responses, listen to suggestions,
and respond promptly in a manner consistent with the values of
caring, honesty, respect, and responsibility.Relationship Building:
Staff and volunteers are open, friendly, and approachable to all
YMCA members and participants. Staff and volunteers initiate
interaction with and between members.Education and Conversion:
Staff and volunteers know about and share their knowledge of the
YMCA, its programs, its policies, its mission, its values, and how
it benefits members and the community.Volunteerism and Leadership:
Staff and volunteers create opportunities for members to volunteer
in their areas of interest, and they ask members to do so whenever
appropriate.Ownership: Staff and volunteers encourage members to
own the YMCA, using words such as we, us, and our association (and
actions that match those words) to include members as well as staff
and volunteers.POSITION SUMMARY:The Association Office
Administrative Assistant will provide support to the Association
Offices and branches by performing a range of clerical and
administrative tasks that support daily operations. Their duties
include scheduling meeting rooms, distributing mail and faxes
throughout the office, greeting office visitors, handling incoming
phones calls, ordering office supplies, file and data management,
and any other administrative tasks necessary for the efficient
operation of the YMCA of Greater Grand Rapids. This position will
require regular business hours and occasional travel to YMCA
branches and offsite locations.ESSENTIAL FUNCTIONSGeneral Office
SupportManages and distributes mail and faxesMonitors, controls,
and orders office and kitchen suppliesLogs checks in accordance
with accounting processesOperates office equipment including, but
not limited to computer, fax machine, copy machine, postage meter,
and metro telephone system (provides monthly postage meter
report)Maintains workroom office equipment in good working order
and acts as liaison with service techniciansProvides support for
philanthropy initiatives, including invoicing, donor
communications, and pledge entryCoordinates room requests and
schedules for Jackoboice and Crowe conference rooms.Maintains the
common areas (conference room, lobby, work area, kitchen, and
receptionist area) in a neat and orderly fashionSupports the
Association Office by greeting internal and external customers in
person and by telephone, providing informational services, and
directing callers to the proper person or locationDepartment/Branch
SupportAssists in the organization and management of Annual
Campaign pledges, donor invoicing, and donor recognition and
acknowledgementSupports the Human Resources dept. with volunteer
background checks, paper and electronic filing, and employment
verificationsSupports project/initiative needs for Development, HR,
or the Executive SuiteMaintains gift receipt integrity
processesSupports Executive Assistant with board meeting
management, communication, and processesPerforms research and
report support for membership engagement and operations
softwareAssemble donor and/or member information packetsAssists
other departments with work overflow as neededPerforms any other
functions necessary for the smooth and efficient operation of the
YMCA of Greater Grand RapidsCOMPENSATION$15 - $17 hourly;
Non-Exempt; Full Time (40 hours/week)BENEFITSFree YMCA Family
Membership!YMCA Program DiscountsHealth/Dental/Vision InsurancePaid
Time Off starting at 15 days/yearPaid Holidays - 9 each year10%
retirement contribution upon eligibilityCommunity Discounts, and
more!
Requirements:
QUALIFICATIONS:High School Diploma or GED required; 1-2 years
office experience and/or training required; or equivalent
combination of education and experience required. Strong human
relation skills, oral and written skills, a strong sense of time
management and the ability to exercise discretion. Proficient with
Microsoft applications such as Word, Excel, and Power Point, with
the ability to provide user training on software packages. Ability
to interact with people of all ethnic backgrounds, ages and
lifestyles. Experience working in a customer service/ member
engagement field.CERTIFICATES, LICENSES, REGISTRATIONState of
Michigan criminal background clearance (ICHAT)YMCA LEADERSHIP
COMPETENCIES:Functional Expertise-- Has the functional and
technical knowledge and skills to do the job at a high level of
accomplishment.-- Uses best practices, guidelines, and industry
standards as a framework to improve performance.Critical Thinking &
Decision Making-- Recognizes own biases and suspends judgmental
thinking.-- Responds to challenges with possible solutions in a
timely manner.Program/Project Management-- Organizes program or
project resources, space, or deliverables to best meet intended
goals and outcomes.-- Delivers a high-quality experience to
members, participants, or project teams.WORK ENVIRONMENT AND
PHYSICAL DEMANDS:The work environment and 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
read and interpret documents such as operating and maintenance
instructions, and procedure manuals.Ability to write routine
reports and correspondence.Ability to speak effectively over the
phone and in person with customers, board members, and
employees.Ability to calculate figures and amounts such as
discounts, interest, commissions, proportions, and
percentages.Ability to apply common sense understanding to carry
out instructions furnished in written, oral, or diagram
form.Ability to deal with problems involving several concrete
variables in standardized situations.Ability to walk, stand, and
sit (including on the floor) for long periods of time.Must be able
to lift and carry food and supplies weighing up to 20
pounds.Ability to stand or sit while maintaining alertness for
several hours at a time.Position may require bending, leaning,
kneeling, and walking.Ability to speak concisely and effectively
communicate.Ability to view/enter data for long periods of
time.While performing the duties of this job, the employee is
regularly required to sit; use hands to finger, handle, or feel;
reach with hands and arms; and talk or hear. The employee
frequently is required to stand. The employee is occasionally
required to walk; climb or balance; and stoop, kneel, crouch, or
crawl. The employee must frequently lift and/or move up to 10
pounds and occasionally lift and/or move up to 25 pounds. Specific
vision abilities required by this job include close vision, color
vision, peripheral vision, depth perception, and the ability to
adjust focus.TRAVEL:10-20% of local travel within the Grand Rapids
area; occasional out-of-state travel may be required for
educational conferences or training.PM21PI183199192
Keywords: YMCA of Greater Grand Rapids, Grand Rapids , Association Office Administrative Assistant, Administration, Clerical , Grand Rapids, Michigan
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