Administrative Assistant

Employment Type
Job Category
Administrative & Clerical
Flushing YMCA

The YMCA of Greater New York is here for all New Yorkers — to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

The Flushing YMCA is seeking an Administrative Assistant who, under the supervision of the Early Childhood Director, will play a critical role in the successful operation of the Pre-K/3K for all programs at the Flushing YMCA. The Administrative Assistant will carry out daily administrative and operational responsibilities to ensure quality program execution and maintain excellent communication with the DYCD staff and the Branch.

Key Responsibilities:

  • Promote an inclusive, welcoming, and respectful environment that embraces the diversity of all participants.
  • Provide administrative support to Early Childhood Director to ensure effective communication and efficient operation.
  • Organize, audit, and track staff personnel records. Properly archive participant files for storage.
  • Assist with filing and organizing applications, register in AS400, DOE Vendor Portal and enter attendance for programs participants as needed.
  • Manage department inventory; create requisitions; receiving PO; resolve Invoice on Hold issues; respond to vendor inquiry and facilitate invoice for payment. 
  • Assist with Purchasing Card reconciliations for all transactions.
  • Place orders in Office Depot for Early Childhood programs.
  • Ordering, receiving, and distribution of daily lunches and snacks.
  • Support the Early Childhood Director with compliance and maintaining all Department of Health regulations.
  • Act as point person for families when Early Childhood Director is observing, coaching, training, and working with staff.
  • Act as timekeeper for department payroll review.
  • Uphold all Association Policies/demonstrate Values of Respect, Responsibility, Caring and Honesty. 
  • Other activities and duties as needed that address the ongoing health and well-being of our staff and members.
  • Other activities and duties as needed that address the ongoing health and well-being of our staff and members.
  • Follow and maintain sanitary habits in accordance with CDC guidelines. 

Desired Skills & Experience:

  • Associate degree and experience in related field required; Bachelor’s degree preferred.
  • One (1) to three (3) years of administrative experience and experience working with staff and volunteers. 
  • knowledge of Word, Excel, PowerPoint, Publisher, Oracle and ADP.
  • Excellent interpersonal communication – written and oral, project management and organizational skills.

We offer an exciting and innovative work environment with a culture committed to serving all members of our community. As a leading not-for-profit, community service organization, our Association relies heavily on fundraising to support the wide range of programs we proudly provide the communities we serve. Our expectation is that all staff promotes participation of their branch fundraising efforts in some capacity. 

How to Apply:

If you would like to be a member of our dynamic team, please complete our online application and submit your résumé and a thoughtful cover letter that explains your interest in the role and our organization.

If you are a current YMCA employee, please submit your application through the Internal Career Site in Cornerstone. 

** New Requirement**

All potential YMCA of Greater New York employees are required to show proof of COVID-19 vaccination. Please use the “Additional Attachment” section on the online application to upload your proof of COVID-19 vaccination.

Auxiliary aids and services are available upon request to individuals with disabilities

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