Administrative Coordinator (Huntington)

POSITION DESCRIPTION:

Under the direction of the Executive Director, the Administrative Coordinator will provide administrative support in three key areas: Marketing; Campsite, and Events.  role will require excellent customer service skills, the ability to multi-task, thorough knowledge of programs and services provided at both locations, and detailed knowledge of the computer operating systems including Campsite, Constant Contact and CCC.

ESSENTIAL FUNCTIONS:

MARKETING:

• Responsible for creating and coordinating the monthly member calendar of activities and events
• Assist with Branch communications strategies in conjunction with Association Marketing Team.
• Ensure signage throughout the building is up to date.
• Participate in weekly Hubspot calls.
• Hubspot
  • Review Hubspot communications
  • Work with Association Marcomms Department to create schedule of communications
• Attend local community events.
• Provide information to Association Marcomms Department; review and edit materials received.

BUSINESS OFFICE & CAMPSITE:

• Manage Campsite for the Huntington Branch. This includes reviewing and approving enrollment requests daily, confirming campers' membership status, checking previous balances, processing cancellations & changes, reporting, and handling communications.  
• Managing and ensuring camp payments are received. This includes families are paid in full prior to camp unless an exception is approved by the Operations Director, Business Manager, or Executive Director.
• Support the camp team with communicating to families and staff. This will include camp related phone calls, emails, and texts. 
• Collect overdue payments.
• Assist Business Manager with 3^rd party billing.
• Assist with HR processing and paperwork as directed by the Business Manager.

EVENTS:

• Assist the Executive Director with the coordination of Branch events including but not limited to: Annual 5K, Memorial Day Carnival, Golf Outing, Food Truck Festival, Board Meetings, etc.
  • Assist with committee meeting preparation such as create meeting invites and agendas, take meeting minutes.
  • Assist with administrative preparation including completing permit applications, sending materials to printer, sending thank you letters, and following up with outside vendors.
  • Assist with day of event coordination.

QUALIFICATIONS:

• Associate’s degree required.
• Minimum of two years of relevant experience required.
• Must display 7 key qualities: people person, empathetic, multi-tasker, communication skills, self-control, flexibility and team player.
• Ability to relate effectively to diverse groups of people from all social and economic
  segments of the community.
• Customer service and sales experience.
• Ability to work in a fast paced, highly flexible and rapidly changing work environment.
• Basic knowledge of computers.
• Required certifications, per Branch/organization request. 
• Strong administrative skills and attention to detail; demonstrated ability to follow standard practices and procedures, receive general instruction and supervision on work progress, and make significant contribution to end results.

WORK ENVIRONMENT & 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.  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 often required to: climb stairs, bend, stoop, kneel, twist, reach with hands, sit, stand for an extended period of time, climb ladders, walk, lift and/or move up to 50 pounds, have finger dexterity, grasp, perform repetitive motions, talk, hear and have visual acuity.
• The work is performed both indoors and out, and may require travel to various locations.
• While performing the duties of this job the employee is exposed to weather conditions prevalent at the time.

HOW TO APPLY:

For immediate consideration, please email a resume and/or a cover letter indicating your interest and qualifications to Nicole Dinolfo at nicole.dinolfo@ymcali.org. 

Starting Salary:

$20.27 per hour; comprehensive benefits package including medical, dental, life, LTD, generous retirement plan, free membership, maternity/paternity leave, program discounts, paid time off and more.

The YMCA of Long Island is an Equal Opportunity Employer. We are an open and inclusive organization, welcoming a diverse workforce free of discrimination based on protected class status, including race, religion/creed, color, sex, sexual orientation, gender identity, national origin, age, political affiliation or belief, military or veteran status, disability, predisposing genetic characteristics, marital or family status, domestic violence victim status, arrest record or criminal conviction history, or any other impermissible basis.