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Association Office Administrative Assistant

Company: YMCA of Greater Grand Rapids
Location: Grand Rapids
Posted on: June 26, 2022

Job 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!

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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