Director of Administrative Services

Director of Administrative Services

Bounds Family YMCA - Daphne, AL 36526

POSITION SUMMARY

The Director of Administrative Services provides administrative, bookkeeping, communications, and operational support to the YMCA of South Alabama metro office leadership team. This position helps ensure efficient daily operations by maintaining accurate records, assisting with financial transactions and reporting, coordinating office activities, supporting member and community communications, and promoting YMCA programs and services through social media and other marketing channels.

The ideal candidate is organized, dependable, detail-oriented, customer-service focused, and comfortable managing multiple priorities in a fast-paced, community-focused environment.

BENEFITS

• Free YMCA Family Membership – Enjoy full access to facilities & program discounts for you and your family!
• 100% After school Discount
• Affordable Comprehensive Medical Coverage
• Dental and Vision Insurance – low-cost coverage options.
• Generous Paid Time Off: PTO per year, plus 9 paid holidays.
• Retirement Savings – 12% employer retirement contribution, no match requirement (upon eligibility) and a 403(b) savings plan.
• Life Insurance – employer paid life insurance, plus voluntary coverage for the entire family.
• Professional Growth – Access to ongoing training, development programs, and career advancement opportunities.

ESSENTIAL FUNCTIONS

Administrative Support

• Provide daily administrative support to YMCA leadership, staff, members, volunteers, and visitors.
• Answer phones, respond to emails, greet visitors, and provide accurate information regarding YMCA programs, schedules, policies, and services.
• Maintain calendars, appointments, meetings, correspondence, files, records, forms, and other administrative documents.
• Prepare letters, reports, spreadsheets, presentations, meeting materials, and other correspondence as needed.
• Maintain confidential personnel, member, financial, and organizational information in accordance with YMCA policies.
• Assist with registration, membership, program enrollment, facility scheduling, and other branch operations.
• Order and maintain office supplies and assist with inventory management.
• Coordinate meetings, events, staff communications, and other administrative activities.
• Provide support for special projects and other duties assigned by the YMCA executive leadership team.

Bookkeeping & Financial Support

• Perform routine bookkeeping and administrative accounting functions in accordance with YMCA financial policies and procedures.
• Record and maintain accurate financial transactions, receipts, invoices, deposits, and supporting documentation.
• Assist with accounts payable and accounts receivable processes.
• Prepare and process deposits and reconcile daily or periodic financial records.
• Assist with bank, credit card, membership, program, and other account reconciliations as assigned.
• Maintain organized financial files and documentation for auditing and reporting purposes.
• Assist with budget tracking, expense monitoring, purchase orders, and financial reports.
• Monitor outstanding balances and assist with collection and follow-up procedures as directed.
• Verify invoices, receipts, and other financial documentation for accuracy.
• Maintain appropriate confidentiality and internal controls when handling financial information and funds.
• Communicate financial discrepancies or concerns to the appropriate supervisor.

Social Media & Marketing

• Assist with developing and maintaining the YMCA's social media presence across platforms such as Facebook, Instagram, and other applicable channels.
• Create, schedule, and publish engaging content promoting YMCA programs, memberships, events, classes, fundraising campaigns, and community initiatives.
• Develop basic…