POSITION DESCRIPTION:
The Patchogue YMCA is seeking a UPK Office Manager who, under the direction of the Youth Programs Director, will be responsible to assist in the overall administrative support of the Preschool and UPK. More specifically, will provide clerical support to the Youth Programs Director, and understand the vital part in the administration and smooth-running of the program, effective communication and confidentiality. Part of the position is involvement with the coordination and implementation of office procedures. Will also be responsible for successfully completing specific projects, tasks, and processes related to the program and communicate effectively with the Youth Programs Director, on any modifications necessary for efficiency.
ESSENTIAL FUNCTIONS:
Messages, calendar reminders, appointments, upcoming events, flyers, and information pertinent to the UPK Program in conjunction with the school district.
Database management and data entry.
Edit and proofread documents, as requested.
Provide technical support, as requested.
Copy and distribute information, as requested.
Edit documents, as directed, and maintain records, spreadsheets and databases.
Create and send calendar invites for any events, related to the program, as requested.
Create letters, as directed.
Respond to telephone and email inquiries, in line with program and supervisor expectations.
Create and maintain filing systems.
Work and communicate with other department staff and school administration in a professional manner, consistent with YMCA policies and procedures.
Organize and store hard copy and electronic files/documents.
Arrange in-house and external events, when needed and as directed.
Schedule and attend meetings, as directed.
Take minutes at various meetings, as directed.
Input and update data on Excel for all assessments.
Maintain accurate and complete student records for active and dropped students via data input, and provide information, as directed.
When directed, attend in-service training, staff meetings, school related functions, educational conferences, and workshops in order to maintain and improve professional competence.
Order, distribute, organize and maintain inventory of classroom equipment, materials and supplies.
Other duties, as assigned.
QUALIFICATIONS:
Associate’s degree in related field.
A minimum of 2 years of direct experience working in an office environment.
Child Abuse Prevention training within 30 days of hire date.
Excellent written and verbal communication skills.
Ability to work collaboratively with other leadership staff and outside agencies.
Proficient with Microsoft Office Suite.
Demonstrated commitment to mission driven programming and customer service.
Ability to articulate the YMCA mission and programs to staff, volunteer, and community.
Strong interpersonal skills with the ability to relate effectively to diverse groups of people from all social and economic segments of the community.
Ability to work in a fast paced, highly flexible and rapidly changing work environment.
Bilingual preferred.
HOW TO APPLY:
For consideration please send cover letter and resume, via email, to Tina Norbut, Youth Programs Director, at tina.norbut@ymcali.org.