Administrative Assistant II (Vanderbilt YMCA)

Description:

The Vanderbilt YMCA is seeking an Administrative Assistant who will play a critical role in the successful operation of both the Government and branch-based programs for the Vanderbilt branch. The Administrative Assistant is responsible for assisting the Senior Program Director to provide administrative oversight and support, to ensure quality program execution. 

Responsibilities:

• Provide administrative and management support to Senior Program Director and other Branch and Government grant Directors as needed to ensure effective communication and efficient operation of all programs.
• Assist with department wide communication by means of email, newsletters, orientations, etc.
• Responsible for assisting with organizing, auditing, and tracking related to staff personnel records.
• Assist with HR Audit of Youth & Family files (Early Childhood, Fee-Base After-School and Summer Camp).
• Maintain payment tracking/ filing system for all enrolled program participants.
• Responsible for processing, tracking, and follow up related Youth & Family SCRs, DOE, DOI, & DOH fingerprinting etc.
• Actively participate in training sessions, designated meetings, and special events such as Health Kids Day and all Open Houses.
• Assist with branch program applications with an emphasis on Fee-Based After-School, Early Childhood and Camp registration.
• Assist with filing and organize applications, registration in AS400, DOE Vendor Portal DYCD Connect and entering attendance for programs participants as needed.
• Responsible for department inventory; create requisitions; receiving PO; resolve Invoice on Hold issues; respond to vendor inquiry and facilitate invoice for payment.
• Assist with the management of branch and Early Childhood participant files to storage.
• Uphold all Association Policies/demonstrate Values of Respect, Responsibility, Caring and Honesty.
• Provide administrative assistance to other departments as required.
• Provide administrative assistance to Early Childhood, Fee-Base After-School and offsite programs including site coverage, as needed
• Other Duties as assigned.

Qualifications: