POSITION SUMMARY:

The Assistant Director, Administrative Services will be responsible for budget planning, staff supervision, risk management, and development, including leadership in our annual campaign. This position will oversee the welcome center, general admin, and the registration office.

ESSENTIAL FUNCTIONS:

• Helps support services related to camper program registrations and associated correspondence, including acceptance, waitlist and cancellation letters, camper form communication, program mailing, last letter home mailings, Opening Day letters, etc.
• Manages correspondence and administrative support to Executive Directors.
• Assists with Registration Office duties and processes.
• Coordinates with Operations Directors for luggage pick-up for both Sea Gull and Seafarer, as well as FedEx Express pick-ups.
• Responsible for all Horseback Riding applications and cancellations, maintaining enrollment counts, processing payments and coordinating all correspondence and mailings.
• Assists the Director of Administrative Services with hiring, coaching, terminations, conducting performance appraisals etc. of non-exempt office staff members.
• Assists the Director of Administrative Services with the management of monies and petty cash handled through the on-site safe in compliance with the Finance Department.
• Supervises the Camper Certificate process.
• Sets goals and deadlines in conjunction with the Director of Administrative Services.
• Assists the Director of Administrative Services with projects including, but not limited to, large constituent mailings and other special assignments.
• Supervises office staff at one of the Camp offices during extended hours and weekends over the Summer Season.
• Efficiently uses Personify software to complete orders that include resident camping programs, family camps and summer day camp, program registrations and product set up.
• Understands all resident camp program offerings, business policies and procedures, financial functionality, and online business necessary to communicate with customers regarding transactions.
• Manages all support services related to camper program registrations, capacities and reports associated correspondence, including acceptance, waitlist and cancellation letters, camper form packet mailings, last letter home mailings, Opening Day letters, etc.
• Attends meetings and participate in the Learning and Leadership Development trainings to increase/maintain knowledge base.
• Other responsibilities as deemed necessary by supervisor.

QUALIFICATIONS:

• Prefers a baccalaureate undergraduate degree from an accredited college or university and two years’ experience in an Administrative Services Office
• Desire to work with customers, branch personnel within the YMCA of the Triangle and peers in a fast-paced environment or equivalent work experience
• Strong organizational and managerial skills as well as relate well with staff and volunteers
• Professional, genuine, nurturing, welcoming, courteous, and friendly
• Strong computer skills and the ability to understand a database environment
• Valid commercial driver’s license

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The 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.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee frequently is required to sit and reach and must be able to move around the work environment.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.
• The YMCA of the Triangle requires employees to comply with all COVID related PPE, cleaning, reporting and prevention expectations efforts. Further training and detail will be provided upon question and/or hire.