State Administrative & Operations Coordinator

YMCA
Salary
$46,000.00
How to Apply
Apply Online
Resumes Accepted Until
Support the day-to-day administrative and operational needs of our statewide organization.
Job Description

The Florida State Alliance of YMCAs is seeking a highly organized, proactive State Administrative & Operations Coordinator to support the day-to-day administrative and operational needs of our statewide organization. Candidates must reside in Florida, and previous experience working with a YMCA or within the YMCA movement is strongly preferred.

This fully remote position provides administrative support to the CEO and Senior Leadership Team while helping keep key organizational systems, deadlines, financial processes, meetings, records, and statewide activities running smoothly. This position serves as a central administrative and operational resource for the Alliance and is responsible for proactively managing assigned systems, deadlines, processes, and follow-up. The ideal candidate is a strong organizer and communicator who enjoys managing details, improving processes, and keeping people and projects on track.

Qualifications

Bachelor's degree or equivalent combination of education and relevant experience.
Three or more years of administrative, operations, executive support, project coordination, or similar experience preferred.
Exceptional organizational skills with the ability to manage multiple priorities and deadlines independently.
Strong attention to detail, follow-through, judgment, and discretion.
Excellent written and verbal communication skills.
Proficiency with Google Workspace, Microsoft 365, Adobe, Zoom, and similar business platforms.
Comfortable working independently in a fully remote environment while collaborating with a statewide team.
Commitment to the YMCA's mission and values.
Pass a 10-panel urinalysis drug screen
Clear a Level 2 background check*

Essential Functions

Executive & Administrative Support

  • Provide scheduling, meeting coordination, document preparation, and administrative support for the CEO and Senior Leadership Team.
  • Track key action items, deadlines, commitments, and organizational priorities and proactively follow up as needed.
  • Manage incoming calls and designated Alliance email inboxes.

Operations & Financial Administration

  • Maintain organizational calendars and tracking systems for contracts, grants, agreements, renewals, reporting deadlines, and other key activities.
  • Coordinate and maintain Alliance accounts receivable processes, invoices, subscriptions, licenses, recurring expenses, and related financial documentation.
  • Assist with budget administration and coordinate financial information with Alliance staff and the organization's fiscal agent.
  • Coordinate document approvals, signatures, submissions, and recordkeeping.

Records & Organizational Systems

  • Maintain statewide contact lists, distribution lists, electronic files, organizational records, templates, policies, and other shared resources.
  • Serve as a central administrative point of contact for routine software, organizational accounts, technology access, and business-support needs, and help administer related databases and platforms.
  • Support staff onboarding and offboarding, including technology, equipment, accounts, and organizational materials.
  • Coordinate remote-office administrative needs, including equipment, supplies, organizational materials, mailing needs, and related business functions.

Meetings, Events & Statewide Support

  • Coordinate logistics for Board and CEO meetings, retreats, Advocacy Days, trainings, conferences, and other statewide events.
  • Support registration, venues, materials, travel information, attendance tracking, and post-event documentation.
  • Provide administrative support for Alliance programs, grants, contracts, reports, and statewide initiatives, including document preparation, information collection, signature routing, submissions, and recordkeeping.
  • Identify opportunities to improve administrative systems, processes, and workflows.