Facilities Administrative Assistant

Description

Keeping the Wheels Turning: The Administrative Pillar of Facilities Operations.

POSITION SUMMARY: This position supports the work of the Y, a leading nonprofit committed to strengthening community through youth development, healthy living and social responsibility. The Facilities  Administrative Assistant serves as a member of the Metro Office Team supporting the Facilities team by providing high level administrative support around record keeping and purchasing parts.

ESSENTIAL FUNCTIONS:

1. Facilitate parts and equipment purchasing.
2. Support Facilities records management in areas such as asset management, contracts, and data entry.
3. May maintain calendar and schedule of activities, meetings, and various events. Set up meetings and appointments.
4. Assist with hiring process by helping phone screen and onboarding staff. 
5. Utilize Upkeep system to support operations and communication.
6. Uses discretion and independent judgment in handling confidential and sensitive information in responsibilities and files/correspondence; maintains confidentiality.
7. Delivers timely and accurate reports that assist with analysis of Facilities operations.
8. Provides support to other Facilities staff for special projects.
9. Performs other duties as assigned.

QUALIFICATIONS:

1. Minimum age 18 years old.
2. Six months or more of job related experience.
3. New Leader Orientation and online training required within 30 days of hire.
4. Ability to work with integrity, discretion, and a professional approach.
5. Excellent interpersonal, communication, and problem-solving skills.
6. Exceptional writing, organizational and attention to detail skills required.
7. Energetic, flexible, collaborative, and proactive; ability to make decisions in a changing  environment and anticipate future needs required.
8. Proficient in all standard business software and office processes/procedures required.
9. Intermediate knowledge of Microsoft Office Suite required.
10. Experience in working closely with maintenance/technicians/facilities staff preferred.
11. Ability to relate and communicate effectively to diverse groups of people from all social and economic segments of the community.

YMCA COMPETENCIES (Leader):

The National YMCA Mission:

“To put Christian principles into practice through programs that build healthy spirit, mind, and body for all.”

Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fund-raising.

Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view, and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.

Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establishes goals, clarifies tasks, plans work, and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.

Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths, and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

WORK ENVIRONMENT & PHYSICAL DEMANDS:

• Visual, auditory, and verbal ability to communicate effectively.
• Must have a high level of alertness, concentration, and initiative.
• Use of computer or phone for extended periods of time.
• Ability to lift 30 lbs. and stand, walk, or sit for extended periods of time; occasionally stoop/bend.
• Maintain a neat and professional appearance at all times.
• Required to sit and reach and must be able to move around the work environment.
• Vision abilities include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.

Qualifications

QUALIFICATIONS:

1. Bachelor’s degree preferred or 1-2 years’ equivalent experience.
2. Certifications required within 30 days of hire: CPR/AED & First Aid
3. New Leader Orientation and online training required.
4. Ability to work with integrity, discretion, and a professional approach required.
5. Excellent interpersonal, communication, and problem-solving skills.
6. Excellent writing, organizational and attention to detail skills required.
7. Energetic, flexible, collaborative, and proactive; ability to make decisions in a changing environment and anticipate future needs required.
8. Proficient in all standard business software and office processes/procedures required.
9. Intermediate knowledge of Microsoft Office Suite required.
10. Experience in working closely with maintenance/technicians/facilities staff preferred.
11. Ability to relate and communicate effectively to diverse groups of people from all social and economic segments of the community.

Salary : $16 - $18