Business Operations Administrator

Come join a dynatic team on individuals that are passionate about the Y's mission.  
Job Description

This position supports the work of the Y, a leading nonprofit committed to strengthening community through youth development, healthy living, and social responsibility.  This position is responsible for managing billing systems, monitoring cash flow, and assisting with volunteer board management and donor relations.

  • Education in business administration and/or minimum 4 years relevant work experience, required.
  • Intuitive and able to work with ambiguity.  Successful candidate will take proactive approaches to tasks at hand, engaging in self-directed problem-solving and decision-making.
  • Proficient computer skills and the ability to learn and navigate specific software, basic office equipment, and professional written and verbal communication skills. Advanced knowledge in MS Office Suite.
  • Outstanding attention to detail, superior accuracy, and exceptional problem-solving skills.
  • Excellent written and verbal communication skills, including the ability to draft, edit, and proofread presentation materials with precision.
  • Willingness to attend meetings, training, and obtain certifications as requested.
Essential Functions
  • All records and information obtained by performing the duties of this position must be held strictly confidential exhibiting discretion and good judgement.
  • Provide on-location assistance to remote Shared Service providers for effective implementation of Human Resources and accounting related tasks, as requested.
  • Manage all aspects of assigned membership & program billing and third-party payer management.
  • Reconcile cash to income reports and deliver daily bank deposits.
  • Manage actual and projected cash flows, keeping CEO up to date with status and involved in spending strategies.
    • Ensure timely payment of accounts payable and accurate distribution to chart of accounts, as assigned.
    • Manage purchase order processes, providing training and support to staff as needed.

Provide specific financial development administrative assistance including, but not limited to:

    • Maintain current data in software utilized for donor and prospective donor information, donation pledges & payments. 
    • Receipt, acknowledge and track all donations with special individual attention wherever possible.
    • Ensure all correspondence is cataloged/archived for future reference.
    • Assist with campaign promotions & mailings
    • Assist with stewardship of donors and reporting back impact made through their investment.
  • Initiate, drive & manage administrative duties for CEO assuring they are fully prepared, equipped, and on task.  Duties include, but are not limited to drafting correspondence, documenting meeting minutes, gathering data and preparing meeting agendas, presentations, and reports.
  • Assist in finalizing year-end financial statements, prepare necessary documents, and coordinate audits with independent accounting firm.  Lead the YMCA of the USA annual reporting process for the Association.
  • Provide general office management for tasks such as, but not limited to mail and package shipping/receiving and office supplies inventory/orders.
Cause-Driven Leadership Competencies

Advancing Our Mission & Cause

  • Recognizes and articulates that the Y is a not-for-profit, charitable organization committed to serving the entire community.
  • Serves others by intentionally welcoming, connecting, and supporting them, and inviting them to get involved and give back to the community.
  • Seeks to understand and support change efforts.

Building Relationships

  • Develops and maintains positive relationships with volunteers, members or program participants, and colleagues at all levels of the organization.
  • Listens with the intent to understand the perspective of others by using appropriate communication methods, including open-ended questions.
  • Embraces all dimensions of diversity (i.e., ability, age, culture, ethnicity, faith, gender, income, national origin, race, religion, sexual orientation, socio-economic status, etc.) by treating all people with dignity, compassion, and respect.
  • Creates a safe environment in which others feel welcome and respected.

Leading Operations

  • Acts responsibly with the Y’s resources, following all budgeting policies and procedures and reporting irregularities immediately.
  • Demonstrates up-to-date knowledge and skills in the technology associated with the job.
  • Explores new ideas, remaining open to new ways of thinking and approaching problems.

Developing & Inspiring People

  • Supports members, participants, or project teams in achieving their goals.
  • Proactively shares information, experiences, lessons learned, and suggestions to help others be more successful.
  • Remains calm and objective when under pressure or when challenged by others.
  • Volunteers for challenging tasks or projects in an effort to grow and develop.
Required Certifications
  • Education in business administration and/or minimum 4 years relevant work experience, required.