Operations Administrator - Full TIme

Greater Philadelphia YMCA Employment Opportunity!

POSITION PURPOSE

The Operations Administrator is expected to support the administrative operations of the Branch including Annual Campaign, Board communication and support, Branch events, and other duties as assigned. In addition, this position also serves as the administrative liaison between the Branch and the Association Office for administrative support relating to staff hiring, clearances, new employee orientation, staff scheduling, time sheet compliance and other duties as assigned. The Operations Administrator ensures Branch processes and procedures comply with GPY policies. Develop positive relationships with staff, members, community agencies, and organizations through excellent communication and customer service.

ESSENTIAL FUNCTIONS

• Human Resources
  • Ensure New Hires have completed all pre-employment instructions and requirements (New Hire Forms, Clearances, Signed Offer Letter) prior to starting work.
  • Facilitate in-person New Employee Orientation
  • Ensure I9 compliance
  • Serve as the Point Person for New Hire Training at the Branch (scheduling, facilitation, coordination etc.)
  • Track assigned training completion in the Learning Management System

• Payroll
  • Provide on-going Manager’s Training and Support for the Human Resources Information System (HRIS, Dayforce), to include people records, reporting, pay and other approvals, scheduling and timesheets.

• Provide support with Branch Staff Scheduling
• Assist in processing of bi-weekly payroll by ensuring accurate and timely review, approval and authorization of timesheets
• Monitor and help correct timesheet related errors in advance of Payroll Processing related deadlines.

• • Review all employee change requests prior to AO submission (Personnel Information Form) to ensure accuracy and completion.
• Finance
  • Weekly Cash Reports and Cash Adjustments
• Branch Advisory Board Support

• Responsible for setting up rooms, agendas and packets for Advisory Board and committee activities.  Attend scheduled meetings and prepare minutes.

• Branch Operations

• Branch Facility Scheduling Support
• Conduct branch tours and support the membership team as needed.
• Build strong relationships with staff, members, volunteers and the community.  Represent the YMCA in community meetings and events.
• Manage the Volunteer process: applications, clearances, tracking.
• Ensure all incidents are properly recorded and reported.
• Serve as the Point of Contact for Workman's Compensation incidents.
• Serve as coordinator for Branch and Staff events (communication, scheduling, supplies, reservations, food orders, marketing etc.)
• Serve as coordinator for branch employee recognition, Employee of the month, Anniversaries, gift cards, etc.

• Annual Campaign

• Maintain accurate records of donations and pledges for the Annual Campaign and special events associated to fundraising.

• •  Prepare correspondence and mailings as required to cultivate and acknowledge contributors to the Annual Campaign.
• Perform other related duties as assigned.

ROLE SPECIFIC REQUIREMENTS

• Experience/Education? Associate's degree and 1 year of related experience OR equivalent combination of education and experience
• Strong problem-solving orientation and the ability to work effectively as part of a cross-functional team
• Data entry skills with a focus on completeness, efficiency & accuracy
• Excellent customer service background and commitment to creating member experience.
• Working knowledge of MS Office programs, Avocado, Dayforce and experience entering data into computer systems
• Strong typing and computer system navigation skills
• Strong team skills – gets along with others
• Excellent interpersonal, verbal, written, and organizational skills
• Strong communication skills including experience in writing, answering phone calls and speaking
• Ability to prioritize and perform multiple tasks at one time and make quick decisions
• Ability to work a flexible schedule with advanced notice based on hours of operation, special events and position requirements.
• Proven experience in financial systems, computer technology, payroll and general business procedures required. 
• Excellent organization, planning, problem solving, and verbal and written communication skills. 
• Possess excellent office skills, proven supervisory skills, ability to multi-task in a high volume, fast-paced environment. 

OUR CULTURE

At the YMCA we value CARING, HONESTY, RESPECT, and RESPONSIBILITY in personal character and behavior and believe that they are essential to attaining our mission.

OUR MISSION

To improve lives by connecting people to health, well-being, and to each other.

The Greater Philadelphia YMCA is an equal opportunity employer. The Y considers all applicants for employment without regard to race, color, religion, sex, national origin, age, physical or mental disability, or status as a Vietnam-era or special disabled veteran or other protected classification and in accordance with applicable laws.