Operations Administrator

Greater Philadelphia YMCA Employment Opportunity!

The Operations Administrator is expected to manage the administrative operations of the Branch as well as oversee the administrative functions including staff hiring, orientation, staff scheduling support, branch 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. 

Some rewards for joining our team: 

• Free YMCA membership - access to all branches! 
• Flexible work schedule
• Sweet discount on child care and summer camp programs
• Planning for your future? Ask us how we do it at the Y- it's awesome!

What is needed for this job:

• 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. 

The responsibilities we will trust you with:

• 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 for New Hire training at the branch
• Weekly Cash Reports and Cash Adjustments
• Branch Staff Scheduling Support 
• Branch Facility Scheduling Support
• Branch 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 branch safety and security.  Share branch reports with Association Director of Risk Management. 
• Monitor department and branch budgets.
• Prepare variance reports.
• Ensure staff training in the implementation of campaigns and record maintenance. 
• Oversee the maintenance of records for branch 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 in the branch. 
• 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

•  Perform other related duties as assigned.

What you can expect:

• Support from an amazing team which includes training you on expectations
• Opportunities to learn and grow
• Being a part of a non-profit organization that works to make the community stronger
• Great members to work with every day!

After reading this, if you’re thinking this is me - we want to meet you!

Get the ball rolling with our quick, 3-minute online application.

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.