We are currently seeking an Administrative Assistant for our Childcare Team.

Job Description

The YMCA of Metropolitan Dallas is hiring an Administrative Assistant to support the day-to-day work of our Childcare Operations. This role combines high-level administrative support coordinating field trips, bussing schedules, and more with compliance coordination across our School Aged Services and Preschool programs.

The ideal candidate thrives in a fast-paced, evolving environment, can navigate ambiguity with poise, and remains composed under pressure. This is not just an administrative role—it’s a central force behind the success, compliance, culture, and continuity of our childcare operations.

About the YMCA of Metropolitan Dallas

Founded in 1885, the YMCA of Metropolitan Dallas is one of the largest YMCA associations in North America. We operate 16 branches, 2 destination camps, and serve more than 200,000 people annually. With over 2,000 staff members, we are committed to strengthening community through youth development, healthy living, and social responsibility.

Key Responsibilities

Executive-Level Support

Serve as a trusted partner to VP and Executive Director by managing all field trip and bussing calendars, generating reports, drafting communications, and handling sensitive documentation with discretion.
Anticipate administrative needs and ensure leaders are well-prepared for meetings, deadlines, and compliance milestones.
Maintain smooth information flow and operational visibility across internal teams and external partners.
Compliance & Licensing Oversight

Manage all aspects of state licensing: initial site applications, renewals, director documentation, and deficiency resolution.
Maintain accurate and audit-ready compliance records including:
Fingerprint and background check logs
Director certifications and training compliance
Inspection results and technical assistance follow-ups
Serve as liaison to state licensors and assist with documentation requests and scheduled reviews.
Operational Coordination

Lead logistics for field trips and bussing, including:
Weekly schedule preparation and distribution to senior staff
Collection of feedback and final updates prior to each camper week
Coordinate field trip binders, badge printing, and staff credentialing processes.
Manage vendor communications, order supplies (e.g., Sam’s Club), and coordinate volunteer documentation via systems like Volunteer Matters.
Financial & Administrative Support

Track and reconcile credit card expenses, mileage logs, and more for VP and Executive Director.
Event Coordination Logistics such as: arrange catering, pay vendors, solicit donations and more.
Support contract renewals, MOUs, and other internal documentation workflows.
Coordinate and execute internal recognition initiatives and donor stewardship and ensure timely reporting on key administrative data.

Qualifications

Proven ability to navigate ambiguity, remain calm and focused under pressure, shifting priorities and solving problems in real time.
Exceptional attention to detail, organization, and follow-through.
High emotional intelligence with the ability to maintain confidentiality and exercise sound judgment.
Strong communication skills—both written and verbal.
Expertise in Microsoft Office (Word, Excel, Outlook, Teams); adaptable to learning new platforms.
Ability to work independently, while keeping leadership and colleagues well-informed.

Essential Functions

Benefits: Health, Dental, Vision, Long & Short-Term Disability, Medical and Dependent Care Reimbursement Plan, Supplementary Insurance (Cancer/Accident/Critical Illness), Employee Assistance Plan, Free family membership, Discounts on Y programs including summer camps, enrichment classes, youth sports, childcare and more! Eligible to enroll in a 403(b) tax deferred account at beginning of employment. 12% paid by the YMCA upon meeting eligibility requirements. (PTO) Paid time off based on hours worked and years of service. Training and leadership development opportunities. Employee referral awards of $100 and up.

Required Certifications

Benefits: Health, Dental, Vision, Long & Short-Term Disability, Medical and Dependent Care Reimbursement Plan, Supplementary Insurance (Cancer/Accident/Critical Illness), Employee Assistance Plan, Free family membership, Discounts on Y programs including summer camps, enrichment classes, youth sports, childcare and more! Eligible to enroll in a 403(b) tax deferred account at beginning of employment. 12% paid by the YMCA upon meeting eligibility requirements. (PTO) Paid time off based on hours worked and years of service. Training and leadership development opportunities. Employee referral awards of $100 and up.