Director of Administrative Services

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% Afterschool 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 graphics, flyers, announcements, photos, videos, and other promotional materials using approved tools and templates.
• Maintain a consistent YMCA brand voice and follow organizational branding, photography, privacy, and communications guidelines.
• Monitor social media comments, messages, and engagement and respond or route inquiries appropriately.
• Gather information, photos, testimonials, and program highlights from staff and program areas for marketing purposes.
• Assist with email communications, newsletters, website updates, flyers, and other promotional materials.
• Track basic social media and marketing metrics and provide periodic reports to leadership.
• Assist with marketing campaigns designed to increase awareness, membership, program participation, community engagement, and fundraising support.

Customer Service & Community Relations

• Provide welcoming, professional, and inclusive service to members, guests, volunteers, donors, and community partners.
• Assist with resolving routine questions, concerns, and service issues or direct them to the appropriate YMCA staff member.
• Support YMCA events, community activities, membership initiatives, fundraising efforts, and special programs.
• Promote the YMCA's mission, values, programs, and commitment to strengthening the community.
• Maintain a positive, professional, and respectful work environment, responding to supervisory and member communication within a 24-hour business day.

Qualifications

QUALIFICATIONS

Required:

• High school diploma or equivalent. Associate’s or Bachelor’s degree in accounting, business, marketing or an equivalent field preferred.
• Minimum 3 years of administrative, office, customer service, bookkeeping, or related experience.
• Strong organizational and time-management skills.
• Minimum of an Intermediate knowledge of bookkeeping and financial recordkeeping.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, Google Workspace
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work independently while also functioning effectively as part of a team.
• Strong attention to detail and accuracy.

Preferred:

• Experience working for a YMCA, nonprofit, community organization, or membership-based organization.
• Experience with accounting/bookkeeping software
• Experience managing social media accounts for an organization or business.
• Experience with Canva or similar graphic design tools.
• Experience with email marketing, website content management, or digital marketing.
• Familiarity with YMCA programs, membership operations, or nonprofit administration.

Technology Skills

The Director of Administrative Services should be comfortable using:

• Microsoft Office or Google Workspace
• Email and calendar systems
• Accounting/bookkeeping software
• YMCA membership or program management software
• Social media platforms
• Canva or other approved design tools
• Website/content management systems
• Spreadsheets and basic reporting tools

Physical & Work Requirements

• Ability to sit, stand, walk, and work at a computer for extended periods.
• Ability to occasionally lift and move office supplies, boxes, equipment, or materials weighing up to 25 pounds.
• Ability to work occasional evenings, weekends, or special events as required by YMCA programs and activities.
• Ability to work in a busy community environment with frequent interaction with members, families, staff, volunteers, and visitors.

YMCA MISSION AND VALUES

All employees are expected to support the YMCA's mission and demonstrate the organization's commitment to Caring, Honesty, Respect, and Responsibility. Employees are expected to contribute to an inclusive environment where individuals and families feel welcomed, supported, and connected to the community.

EQUAL EMPLOYMENT OPPORTUNITY

The YMCA of South Alabama is an equal opportunity employer committed to providing a workplace free from discrimination and harassment. Employment decisions are made without regard to protected characteristics under applicable federal, state, or local law. Reasonable accommodations may be given for those with ADA compliant tenets.