Job description

Greater Philadelphia YMCA Employment Opportunity!

POSITION PURPOSE
The Operations Administrator is expected to manage the administrative operations of the branch, child care or youth development department as well as oversee the administrative functions including staff hiring, orientation, staff scheduling support, event scheduling management, risk management, and other operational duties as required. Ensure processes and procedures comply with policies. Ensure proper internal controls. Develop positive relationships with staff, members, community agencies, and organizations through excellent communication and customer service.

ESSENTIAL FUNCTIONS

• Partner with HR to ensure their new hires have completed all of their pre-hire instructions and requirements
• Partner with HR to conduct New Manager training (current staff who are promoted to managing other staff)
• On-going manager’s training in Dayforce, people records, reporting, pay approval, scheduling, timesheets.
• On-going manager’s training in the Applicant Tracking System (ATS) for hiring and re-hiring new staff
• Point person supporting New Hire Orientation training
• Weekly Cash Reports and Cash Adjustments
• Staff Scheduling Support
• Facility Scheduling Support
• Advisory Board Support - i.e. – communication, organize meetings, volunteer events
• Manage operations and personnel in the staffing process. Ensure that staff are trained and facilitate the hire and orientation of new staff in accordance with association policies and procedures.
• Ensure that all incidents are properly recorded and reported. Monitor risk management issues and ensure safety and security. Share reports with Association Director of Risk Management.
• Monitor branch, childcare or youth development budgets.
• Prepare variance reports.
• Ensure staff training in the implementation of campaigns and record maintenance.
• Oversee the maintenance of records for administrative and office equipment, report any issues to IT department or outside vendors as required.
• Monitor and manage vendor relationships. Follow up to ensure timely services. Monitor Account Receivable for all departments.
• Build strong relationships with staff, members, volunteers and the community. Represent the YMCA in community meetings and events.
• Assist in processing of bi-weekly payroll and maintain appropriate employee records.
• Monitor payroll processing as well as any approved employee changes to Personnel Action Form.
• Monitor and reconcile reports.
• Provide branch staff with appropriate and timely financial reports and other information as needed/requested

ROLE SPECIFIC REQUIREMENTS

• 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 an outstanding member experience.
• Working knowledge of MS Office programs, Avocado, Ceridian 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.

PHYSICAL REQUIREMENTS
Ability to express or exchange ideas by means of spoken word to impart oral information and to convey detailed, spoken instructions to staff, members, children, and volunteers accurately, quickly, and loudly. Ability to perceive the nature of sounds by ear; ability to lift and carry 50-75 pounds; ability to maintain body equilibrium to prevent falling. Ability to move about on foot quickly; ability to stoop, kneel, crouch and crawl. Ability to sit or stand for long periods of time. Ability to judge distances and spatial relationships so as to see objects where they actually are and clearly see at 20 inches or less and 20 feet or more.

ENVIRONMENTAL CONDITIONS
The physical environment requires the employee to possibly work both inside and outside in heat/cold, wet/humid, and dry/arid conditions. Frequently required to use personal protective equipment to prevent exposure such as hearing protection and rubber gloves.

Acquire and maintain the following certifications:

• CPR/AED/O2 (valid 2 years with exception of Aquatics to renew annually), First Aid (valid 2 years) obtained through the American Red Cross
• Requisite OSHA online trainings (valid 1 year unless otherwise noted)
• Mandated Reporter Training (valid 5 years)
• Additional training and development specific to your role as reference in onboarding packet.

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.

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