Administrative Assistant

The Illinois State Alliance of YMCAs is now hiring a part-time Administrative Assistant!

The Illinois State Alliance of YMCAs represents more than 800 YMCA program locations impacting more than 150 communities and engages nearly one million Illinoisans in strengthening the foundations of community through youth development, healthy living and social responsibility.

As each Y works tirelessly to provide support to families and neighbors within their respective communities, the Illinois State Alliance of YMCAs works to foster statewide communication and collaboration and advocate for public policies that support the children, families and communities we serve.

As an Administrative Assistant, you will provide support to Illinois State Alliance of YMCAs' (Alliance) CEO and Directors. Primary responsibilities include expense reporting, data entry (Salesforce/Portfolio), assisting with Alliance meetings and events, board and committee communication, and other general office functions. This position will work remotely with some in-person meetings/events.

Pay starts at $25.00 per hour with 15-20 hours per week

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  We offer salaries that reflect your skills, experience, and the value you bring to our team.
  
  
• Generous paid time off (PTO), including paid holidays. We also offer flexible work hours to help you balance your personal and professional life.
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  403(b) plan with company contributions after 2 years of service to help you plan for your future.
  
  
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  Opportunities for continuous learning through workshops and training programs.
  
  
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  A supportive work environment that values diversity, equity, and inclusion. We are committed to creating a workplace where everyone feels welcome and respected.
  
  

Scope of Responsibilities

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  Assist CEO and Directors with expense reporting

  
  
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  Gather receipts monthly

  
  
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  Complete expense forms with budget line expense reporting

  
  
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  Submit reports to fiduciary agent

  
  
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  Data Entry

  
  
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  Become proficient in YUSA Portfolio (Salesforce platform) project reporting

  
  
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  Maintain database tools to track and produce reports for project completions, satisfaction surveys, etc.

  
  
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  Keep accurate and updated files of Alliance activities

  
  
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  Assist CEO in managing calendar

  
  
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  Send timely meeting reminders and pertinent materials to Board of Directors and Committees of the Board

  
  
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  Coordinate and archive activity on behalf of the Alliance

  
  
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  Assist with Meetings and Events

  
  
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  Work collaboratively with Alliance staff team to ensure successful meetings and events

  
  
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  Provide general administrative support

  
  
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  Fulfill other duties as assigned to support the function of the Alliance

  
  

Critical Competencies

• Proficient in Microsoft Office, Zoom, various databases
• Knowledge of financial reporting/budget management. QuickBooks experience helpful but not required.
• Collaboration: Creates sustainable relationships within the Y and with other organizations in service to the community
• Communication and Influence: Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y's cause
• Critical Thinking and Decision Making: Makes informed decisions based on logic, data, and sound judgment
• Inclusion: Values all people for their unique talents, and takes an active role in promoting practices that support diversity, inclusion, and global work, as well as cultural competence
• Project Management: Ensures program or project goals are met and intended impact occurs
• Volunteerism: Engages volunteers and promotes social responsibility at all levels of the organization
• Emotional Maturity: Demonstrates ability to understand and manage emotions effectively in all situations

Child Abuse Prevention - Supports the YMCA's commitment to child abuse prevention by:

• Reporting any items that may provide a health or safety hazard to staff, members or guests to your supervisor
• Following all policies and procedures related to keeping children safe in our facilities and programs, including those related to the monitoring and supervision of children
• Reporting any suspicious behavior and violation of policy and procedures to your supervisor
• Completing all child abuse prevention training as required