Administrative Assistant - Youth Sports

POSITION SUMMARY:

Under the supervision of the Senior Sports Director, the Administrative Assistant to the Youth Sports Department will support the southern regions sports department with data tracking, record keeping, project management, and communication with other departments, volunteers, human resources, and welcome center on an as needed basis. 

They are responsible for supporting the southern region in accordance with the stated mission, goals, and policies established by the Administrative staff, governing committees, and Board of Directors of the YMCA.

Job Schedule:

Monday-Friday | 11 a.m. - 3 p.m.

ESSENTIAL FUNCTIONS:

• Communication to parents and participants around registrations and schedules.
• Ensures communication needed for website, Facebook, Twitter and branch staff. Responsible for communication related to the sport programs and volunteers through all social media outlets.
• Works with the Marketing Department to ensure proper branding of all communications.
• Coordinates all volunteers through Volunteer Matters database.
• Utilizes and assist with communication through Player Space.
• Provides resources and manuals for coaches and staff as needed.
• Runs reports for all tax receipt requests
• Manages the wait list for all youth sports leagues programs.
• Assistance with equipment inventory and maintenance.
• Runs reports for all sport leagues and updates missing information.
• Completes product set up for sports in a timely manner.
• Ability to assist in volunteer and staff trainings for sports department.
• Adds and subtracts players from teams as necessary.
• Collects payments and processes refunds for sports programs.
• Provides administrative support to Welcome Center as needed with sports programs and volunteers.
• Attend trainings and meetings as required and maintain certifications that include and not limited to First Aid/Basic Life Support, and Listen First
• Attend meetings and Personify trainings necessary for maintaining/increasing job knowledge
• Models relationship-building skills in all interactions. Develops and maintains collaborative relationships with community organizations. Maintains regular, clear, and concise communication within area of responsibility.
• Other responsibilities as deemed necessary by Supervisor.

QUALIFICATIONS:

• High School Diploma/GED and 1-2 years office administrative experience preferred.
• Exceptional oral and written communication skills. 
• Must be able to type with accuracy and speed. 
• The ability to take initiative and be able to prioritize.
• The ability to maintain confidentiality and privacy of personnel records and information. 
• Good organizational skills and be attentive to detail. 
• The ability to be professional, courteous, friendly, and maintain a positive attitude. 
• Experience with computers, word processing, data entry, excel spreadsheets, desktop publishing, and general office procedures.
• Must maintain certifications in First Aid, Basic Life Support, Oxygen and AED.  If not currently certified, must obtain through the YMCA within first 30 days in position.
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
• Multi-lingual desired but not required.

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 regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. 
• The employee frequently is required to sit, stand and reach, and must be able to move around the work environment.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.