Director of Admin Services-Full Time-NC Alliance of YMCAs

OUR CULTURE AND COMMITMENT:

The NC Alliance of YMCAs is a nonprofit organization that supports the state's 27 YMCA Associations with advocacy and consultant services. The mission of the Alliance is to drive advocacy and collaboration to move NC Ys forward, and our vision is Unified Ys for a strong North Carolina. The NC Alliance of YMCAs provides consultation services to NC YMCA Associations in strategic planning, board governance, executive transition, inter-Y collaborations, and state and local advocacy. Additionally, the Alliance staff team manages the NC YMCA Alliance Board and committees, and implementation of the state Alliance's strategic plan. We are a small team committed to integrity, relationship building and inclusion.

POSITION SUMMARY:

Under the direction of the Director of Communications and Grant Administration, the Director of Administration is responsible for executive-level administrative support to the CEO and other alliance staff, logistical support, and project management to implement the Alliance strategic plan and service the YMCAs in the NC Alliance of YMCAs portfolio. The ideal candidate will be agile in a fast-moving environment, possess outstanding organizational skills, attention to detail, and the ability to solve challenges independently while creating positive interactions with staff and vendors. This position requires the ability to assimilate complex information from multiple sources and translate that information into charts of work, reports, proposals, and other documents to support the work of the state alliance staff, contractors and other partners. Some health care experience is desired, but not required.

OUR CULTURE AND COMMITMENT:

The NC Alliance of YMCAs is a nonprofit organization that supports the state's 27 YMCA Associations with advocacy and consultant services. The mission of the Alliance is to drive advocacy and collaboration to move NC Ys forward, and our vision is Unified Ys for a strong North Carolina. The NC Alliance of YMCAs provides consultation services to NC YMCA Associations in strategic planning, board governance, executive transition, inter-Y collaborations, and state and local advocacy. Additionally, the Alliance staff team manages the NC YMCA Alliance Board and committees, and implementation of the state Alliance's strategic plan. We are a small team committed to integrity, relationship building and inclusion.

ESSENTIAL FUNCTIONS:
  • Manage logistics for alliance statewide meetings and events, including Alliance Board and Board Committee and task force meetings; statewide events including the CEO Retreat and Alliance Annual Meeting; preparing agendas and meeting materials; identifying locations and managing details such as securing meeting space, meals, AV, documents, etc.; capturing minutes/notes and performing necessary follow-up.
  • Manage projects that achieve the outcomes outlined in the Alliance strategic plan, estimating resources needed to complete work, tracking milestones and deliverables, providing proactive communication to all stakeholders throughout, collaborating with the CEO and alliance staff to create and modify charts of work and develop contingency plans when needed.
  • Assist CEO and contract accountant with managing and tracking the Alliance budget, including processing invoices, tracking bill payments and receivables, pulling reports, assisting with audits, and assisting the CEO with preparing the annual budget for board approval.
  • Facilitate communication and collaboration between health care organizations, insurance companies, state agencies and local YMCAs.
  • Develop and facilitate processes, policies and procedures to manage referrals and payment to and from insurers and other health care partners for services YMCAs provide.
  • Develop evaluation processes for Alliance services and projects; collect and track data trends.
  • Track statewide data metrics to ensure the Alliance can communicate its impact to partners and other key stakeholders.
  • Develop meaningful peer relationships with other YMCA professionals.
  • Coordinate other administrative tasks with Y-USA and local YMCA Administrative staff, including invoicing Ys for alliance dues, requesting reports and data from the Y-USA research and evaluation team, and other similar activities.
  • Navigate and become an expert on the YUSA software systems, providing support to alliance staff and local Y staff as needed (LINK, PowerBI, etc.).
  • Models relationship-building skills in all interactions. Develops and maintains collaborative relationships with community organizations.
  • Maintains regular, clear, and concise communication within area of responsibility.
  • Performs other duties and responsibilities as assigned by supervisor.


QUALIFICATIONS:
  • Bachelor's degree preferred and two to five years of professional administrative experience; some health care or public health experience desired.
  • Strong computer skills with proficiency in MS Office Suite
  • Proficient with electronic survey platforms, customer relations management platforms, and similar technology tools
  • Professional experience in budget management and/or accounts payable
  • Excellent time management and organizational skills
  • Strong event planning and project management skills
  • Demonstrated ability to work well in a team environment, providing support to all team members, coordinating resources to achieve objectives within specified timelines
  • Excellent communication skills (strong writing and grammar skills, strong verbal communication skills) using the Voice of the Y Brand
  • Excellent interpersonal skills that foster positive working relationships and excellent customer service
  • Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
  • Multi-lingual desired but not required.

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 40 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.