Office Administrator II - Grant Contracting

Overview

This position is responsible for supporting the day-to-day administrative activities, designated projects and providing support with board and annual support campaign administration.

Under the direction of the Director of Contracts Administration, the Contracts Administrator I (ASES) provide fiscal leadership and support to the Child and Youth Development (CYD) Team and branches with their ASES/ASSETS grants including cost-reimbursable, time and materials and fixed price contracts. Develop procedures and best practices to ensure fiscal compliance with regulatory agencies and YMCA policies.Responsibilities include preparing monthly invoices to various school districts and follow up collection, if necessary, prepare internal worksheets and review results with appropriate staff, assist with budget reviews, review vendor invoices for allowable costs prior to payments being made, and regular interaction with program supervisors, visible presence at branches and/or school sites to support staff, and senior management to resolve issues and mitigate risks.

For information on Y Employee Perks, click on this link: Employee Benefits | YMCA of San Diego County (ymcasd.org)

Schedule

• 2-month temporary contract with around 20-30 hours a week
• Remote (must work within San Diego County Region)

Responsibilities

• Provide administrative and clerical support
• Coordinate meetings and lead specific projects
• Assist in creating and drafting/editing written materials and correspondence as well as preparing presentations and reports
• Provide administrative leadership to Annual Support Campaign functions
• Experience providing support to special events
• Provide excellent customer service to members and staff team
• Provide timely and consistent communication to staff, volunteers, and members
• Ability to work effectively with others in alignment with the YMCA 4 core values
• Excellent organizational, planning, and prioritizing skills
• Ability to be flexible and work on multiple projects simultaneously
• Ability to work with Board of Management, donors, staff and volunteers
• Excellent written and verbal communication skills
• Experience providing administrative support in a fast-pace working environment
• Project coordination experience with the ability to work independently
• Ability to take direction from several departments and work effectively with multiple tiers of co-workers and volunteers
• Ability to sit and stand for extended periods of time and repetitive hand motion is required
• Assist in reviewing, updating, and reconciling the master equipment inventory list to ensure accuracy, completeness, and alignment with current asset records and grant regulations
• Work within NetSuite to verify, update, and maintain equipment inventory data, including asset details, locations, and status changes
• Work with the IT department to obtain and maintain e-waste certificates and documentation for disposed, recycled, or decommissioned equipment
• Ensure proper documentation of disposed assets and update inventory records to reflect final disposition
• Organize and maintain accurate equipment documentation, including serial numbers, purchase records, disposal documentation, and equipment lifecycle status
• Create Inventory Standard Operating Procedures. Map out end-to-end inventory processes, including asset acquisition, assignment, transfer, maintenance, disposal, and record retention
• Other duties as assigned 

Qualifications

• Associates degree or equivalent work experience required
• Experience keeping accurate records, rosters and meeting minutes
• 2+ years' work experience providing administrative support in a fast-paced work environment
• Proficient in Microsoft Office a general office equipment
• Strong organization and customer service skills
• Detail oriented with proven time management skills
• Licensing, state law and our government funders require that staff within YMCA of San Diego County be fingerprinted, prior to reporting to work, and include subsequent arrest notifications 
• CPR/AED, and First Aid Certification, must include Adult and Child/Infant, obtained within 30 days of hire and must be from one of the following certifying organizations:
  • American Red Cross
  • American Heart Association
  • American Safety & Health Institute

YMCA will consider qualified applicants with a criminal history pursuant to the San Diego County Fair Chance Ordinance and the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the YMCA is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Ordinance by visiting the San Diego County Office of Labor Standards and Enforcement.

Pay Range