A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
Under the direction of the Executive Director, the Administrative Specialist - Early Childhood Impact (ECI) provides flexible, effective administrative and project support across the Early Childhood Impact division. This position supports the smooth and efficient day-to-day operations of the division through meeting coordination, communications, data entry, recordkeeping, project support, and cross-functional administrative assistance. The Administrative Specialist works collaboratively with leadership, program staff, and other stakeholders in a dynamic early childhood education environment and contributes to the division's commitment to quality, inclusion, continuous improvement, and effective service delivery.
Why You'll Love Working Here:
Medical, Dental, and Vision Insurance - Full-time employees are eligible for heavily subsidized coverage with several plan options. Basic Life and AD&D Insurance, with options for Voluntary Life and AD&D coverage. Flexible Spending Accounts (FSA) for health and dependent care expenses. Long-Term Disability Insurance for added financial protection. Employee Assistance and Wellness Programs to support mental health and work-life balance. Commuter Benefits available for eligible employees. 12 Designated Holidays. Paid Time Off for vacation and sick leave. Professional Development Opportunities and ongoing training to support your career growth. YMCA Membership Benefits and discounts on programs for you and your family
Qualifications:
High school diploma or GED required; Associate degree or equivalent college coursework preferred; Bachelor's degree a plus. Two years of experience in administrative, program, or operational support in a fast-paced environment. Knowledge of early childhood programs, particularly subsidized childcare, Head Start, or ECI, preferred. Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, databases, and other office technology. Familiarity with Canva and web-based communication platforms preferred. Strong written and verbal communication skills, including the ability to prepare clear and accurate meeting minutes and correspondence. Strong organizational skills with the ability to manage multiple priorities and deadlines. Valid California Driver's License, proof of auto insurance, and DMV record check required if driving is an essential job function. Completion of applicable Livescan/background check and health requirements, including TB clearance and required immunization documentation, as required by California law and applicable licensing or program requirements. Specific Essential Function from the Job Description for this role: Attend meetings and prepare accurate, thorough meeting minutes, agendas, and information packets for ECI leadership and program teams. Organize and maintain division calendars, scheduling meetings, trainings, and events, including coordination of logistics and materials. Process administrative tasks in a timely and accurate manner to support day-to-day operations of the ECI division. Support operations-related communication including phone calls, emails, letters, and memos. Maintain organized filing systems, both electronic and physical, to ensure records are accessible and up to date. Lead and support short- and long-term special projects assigned by ECI leadership, tracking milestones and ensuring timely completion. Participate in self-assessment and ongoing program monitoring activities. Attend webinars and trainings to obtain current updates on regulations and best practices; disseminate information to relevant staff. Assist with data entry, electronic file creation, and maintenance of program databases to ensure compliance with reporting guidelines. Develop presentations, communications and announcements in PowerPoint and Canva Provide customer service and responsive communication to program participants, staff, and other stakeholders. Support on-boarding activities for new staff, including coordination of check-ins, and professional development materials Assist with ECI monthly New Employee Orientation and other all-staff events. Support large-scale distributions and supply organization for centers, as needed. Arrange childcare for meetings, trainings, and special events, as appropriate. Provide support for meetings and events, including some evening and weekend times. Other duties as assigned.
Measure Effectiveness:
This position has a primary impact on the administrative and operational functions of the YMCA East Bay Early Childhood Impact division.
Effectiveness will be measured by:
Accurate, complete, and timely meeting minutes, agendas, communications, records, and special project deliverables. Consistent and organized administrative support for program procedures, documentation, reporting, and applicable funder or regulatory requirements. Effective communication and positive, collaborative relationships with staff, families, community partners, and other stakeholders. Ability to manage competing priorities and deadlines while maintaining accuracy and professionalism. Demonstrated contribution to a culture of continuous learning, quality improvement, collaboration, and inclusion across the ECI division.
Work Environment & Physical Demands:
The physical and environmental requirements described below are representative of those necessary to perform the essential functions of the position. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential job functions. Regularly use a computer and other technology for extended periods and communicate through phone, email, and other electronic platforms. Travel locally to program sites, meetings, trainings, and special events, as needed. Occasionally work evenings and weekends based on program or event needs, with advance notice whenever practicable. Occasionally lift and/or move materials or supplies weighing up to 40 pounds, with reasonable accommodation available as appropriate. Ability to adapt to changing priorities, schedules, and deadlines. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
