Administrative Assistant - Child Care
: Job Details :

YMCA Buffalo Niagara is looking for talented individuals with a passion for the YMCA mission and cause, an understanding of YMCA programs and services, and whose everyday priorities are a reflection of the core YMCA values of caring, honesty, respect, and responsibility. YMCA Buffalo Niagara is an equal opportunity employer committed to valuing diversity and practicing inclusion. POSITION SUMMARY: The Child Care Administrative Assistant supports the daily operations of the child care and Universal Pre-Kindergarten (UPK) programs by managing registration processes, maintaining records, producing reports, and providing administrative support to program staff. This position serves as a key point of contact for families and school partners, ensuring a high level of service and professionalism. GENERAL WORK SCHEDULE: Monday through Friday, 40 hours per week. A typical daily schedule is 8:30 am - 5:00 pm. BENEFITS: Free health insurance, employer paid group term life insurance at 1x salary, employer paid long term disability, EAP through Child & Family Services, and various voluntary benefit options. Employees are immediately eligible to enroll and contribute to the Y Retirement Fund 403B plan and will receive a 12% employer paid Y Retirement Fund contribution after eligibility requirements are met. There is a generous paid time off program, which includes personal time off, holidays, and sick leave. All employees receive a complimentary YMCA Buffalo Niagara membership and program discounts. Other benefits include training and leadership development opportunities, and career advancement. ESSENTIAL FUNCTIONS: 1. Coordinate the registration process for child care and UPK program participants, ensuring accuracy and compliance. 2. Serve as a resource for parents and guardians. Provide registration and billing information, answers questions, and resolve issues in a timely and courteous manner. 3. Maintain organized and up-to-date records in compliance with Office of Child and Family Services (OCFS) regulations and YMCA procedures. 4. Monitor and maintain an adequate inventory of office and program supplies. Place orders, track deliveries, and distribute materials to program sites. Maintain office equipment. 5. Build and maintain positive working relationships with school district personnel and site coordinators. 6. Collect, enter, and update program data, generate reports, and prepare documentation as needed. 7. Provide administrative support to program directors and site coordinators, including copying materials, assisting with event logistics, and processing supply requests. 8. Actively participates in all staff meetings and training sessions. 9. Perform other duties as assigned. QUALIFICATIONS: 1. Minimum of two years of administrative experience, preferably in a child care or educational setting. 2. Strong interpersonal skills with the ability to develop and maintain positive relationships. 3. Excellent oral and written communication skills. 4. Ability to identify problems, recommend solutions, and implement changes effectively. 5. Experience working with diverse populations. 6. Proficiency with Microsoft Office and comfortable with data entry systems.