Branch Administrator

OUR CULTURE:

Guiding Principles describe our behaviors to support our organization’s work throughout its life in all circumstances, irrespective of changes in goals, strategies, and leadership. Our Guiding Principles are as follows: We CULTIVATE-We grow staff and volunteer leaders who will be stewards of the Y mission, resources, and opportunities. We OWN-We think long-term and act on behalf of the organization, beyond our own team. We WELCOME-We are inclusive of all people and all communities. We SERVE-We provide timely and excellent service to members, volunteers, community, and each other. We LEARN-We are never done learning and always seek to improve. We are curious about new possibilities and act to explore them. We UNITE-We work together to achieve big goals and speak as one voice. We RESPECT-We treat others with kindness and speak positively about other people in all situations. We PLAY-We celebrate, appreciate, and have fun

The YMCA of Great Grand Rapids utilizes a Membership By Design framework, which is a member involvement and community building model for YMCAs across the country. All staff members—front-line, management, full- and part-time—and volunteers have a role to play in member engagement. These responsibilities can be broken into six steps:

1. Enrollment: Staff and volunteers encourage potential members to enroll in programs and activities that meet their needs.
2. Satisfaction: Staff and volunteers ask members continually about their satisfaction with a program or activity, track responses, listen to suggestions, and respond promptly in a manner consistent with the values of caring, honesty, respect, and responsibility.
3. Relationship Building: Staff and volunteers are open, friendly, and approachable to all YMCA members and participants. Staff and volunteers initiate interaction with and between members.
4. Education and Conversion: Staff and volunteers know about and share their knowledge of the YMCA, its programs, its policies, its mission, its values, and how it benefits members and the community.
5. Volunteerism and Leadership: Staff and volunteers create opportunities for members to volunteer in their areas of interest, and they ask members to do so whenever appropriate.
6. Ownership: Staff and volunteers encourage members to “own” the YMCA, using words such as “we,” “us,” and “our association” (and actions that match those words) to include members as well as staff and volunteers.

POSITION SUMMARY:

The YMCA Branch Administrator will assist in planning, coordinating, and overseeing daily branch operations for designated locations using strong communication, organizational, administrative, financial management, and people management skills. Reporting to the VP of Branch Operations, the Branch Administrator will be responsible for procurement of branch supplies, organizing and coordinating branch board and staff meetings, assisting with training and onboarding new staff, and board and committee communications. Additionally, this position will support Branch Executive Directors with budget management, reporting, giving campaigns, and staff scheduling/vacancies as needed to ensure smooth and efficient branch operations. This position will be expected to be in the branch during regular office hours; however, early morning, evening, and weekend responsibilities may be required as needed.

ESSENTIAL FUNCTIONS

• Assist the Vice President of Branch Operations and Branch Executive Directors in day-to-day operations and branch administration tasks
• Maintain and organize branch records, files, and databases
• Plan and coordinate branch board and all staff meetings and events.
• Maintain board communication and correspondence. Take meeting minutes as needed.
• Coordinate and maintain schedules for branch meeting and rental spaces
• Prepare and distribute branch reports, presentations, and documentation
• Oversee purchase orders and procurement of branch supplies and inventory, ensuring all necessary items are stocked
• Support branch leadership in administrative tasks, including data entry, filing, and document preparation.
• Assist in the preparation and processing of financial documents, invoices, and expense reports
• Ensure compliance with Association policies, procedures, and regulatory requirements
• Assist in managing branch budgets and financials by tracking expenses and ensuring cost-effective practices
• Coordinate with IT support to maintain branch technology and resolve issues
• Provide initial onboarding, training, and support to new YMCA employees
• Assist in coordinating annual giving campaigns and events
• Assist in the implementation of branch initiatives and projects
• Ensure communication, cohesion, and cooperation between branches, Association Services, and program areas
• Create and distribute official communications in a variety of formats ensuring consistency in communication and messaging across branches
• Coordinate and manage branch volunteers and volunteer events
• Support operations by filling staffing vacancies and/or acting as a Leader on Duty as needed

Performs any other functions necessary for the smooth and efficient operation of the YMCA of Greater Grand Rapids

COMPENSATION

$17 - $21 ; Non-Exempt, Full Time (40 hours/week)

BENEFITS

• Free YMCA Family Membership and program discounts
• Health/Dental/Vision Insurance
• Paid Time Off, beginning at 3 weeks per year
• 9 Paid Holidays per year
• 10% retirement contribution upon eligibility, learn more here
• 403(b) retirement savings account
• The YMCA of Greater Grand Rapids is a qualifying employer for the Public Service Loan Forgiveness (PSLF) program. More information can be found here.
• Paid Parental Leave
• Discounted childcare
• Long term disability, basic life insurance and other voluntary benefits
• Ongoing training and development opportunities
• Access to the Employee Assistance Program and resources for you and your family
• Community Discounts, and more

QUALIFICATIONS:

• Associate’s degree preferred but not required.
• Experience in a YMCA or community non-profit setting is preferred.
• 3-5 years of previous office administration experience required. Proven experience in an administrative or office support role, preferably in a branch or retail environment.
• Experience in managing budgets and expenses.
• Proficiency with Microsoft Office Suite including Outlook, Teams, and Excel.
• Strong project management and problem-solving skills.
• Ability to effectively present information and respond to questions from groups of managers, volunteers, members, senior leaders, and the public.
• Understanding of and enthusiasm for the mission of the YMCA. Motivated while working in a fast-paced environment.
• Ability to work with integrity, discretion, and a professional approach.
• Ability and desire to interact with people from all ethnic backgrounds, ages, and lifestyles; demonstrated experience with accessible facilities, adaptive programs, and the populations which benefit from them.
• Excellent verbal/written communication and presentation skills

YMCA LEADERSHIP COMPETENCIES

Volunteerism

• Engages volunteers and promotes social responsibility at all levels of the organization.

Communication & Influence

• Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause.

Fiscal Management

• Acts responsibly with the Y’s resources, following all budgeting policies and procedures and reporting irregularities immediately.

Philanthropy

• Tells the Y story in regular interactions with members.
• Participates in the Y’s fundraising efforts.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read, analyze, and interpret complex documents; respond effectively to the most sensitive inquiries or complaints; write speeches and articles using original or innovative techniques or style; make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, members, staff, and boards of directors; and define problems, collect data, establish facts, and draw valid conclusions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, and crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and color vision.

TRAVEL:

25% of local travel within the Grand Rapids area; occasional out-of-state travel may be required for educational conferences or training.