The Program Administrator Advanced is responsible for providing daily administrative and clerical support to ensure efficient operation of their designated program. This role involves supporting the foundational administrative needs of the program, ensuring smooth operations, and aiding in the achievement of program goals while fostering a collaborative and service-oriented environment while overseeing the success of specialized function(s) or project(s). 

SCHEDULE: 

• This position is Monday – Friday, 9:30AM – 6PM, with a 30-minute lunch break.

WORK DESIGNATION: 

• In-Person (Central San Diego) 
  
  • Please note that the work designation may change based on business needs. 

• Manage and perform administrative and clerical functions, potentially including billing, data entry, program reporting, compliance, communication, scheduling, event coordination, new employee support, resource maintenance, and/or record-keeping duties specific to the program
• Ensure accurate and timely documentation and processing
• Adhere to federal, state, contract, program, and company policies, procedures, and regulations
• Provide timely and consistent communication
• Assist in resolving program issues and reconciling discrepancies as necessary
• Manage time and priorities effectively to meet deadlines and deliver quality projects
• Maintain consistent levels of service, coordinating with program staff as necessary
• Work independently and as a team member to create innovative ways to meet contract goals and provide a high level of service that is engaging and meets the needs of the participants
• Perform other administrative tasks as assigned and assist with maintaining proper document storage and auditing
• Participate in and attend all required staff meetings, trainings, YMCA staff development events and appropriate agency-wide committees

TRAVEL REQUIREMENTS:

• None

• Bachelor’s degree in business administration or four (4) years’ equivalent related experience required AND,
• A minimum of two (2) years’ work experience required in:
• One (1) year of experience with coordinating administrative processes and/or project coordination require
• One (1) year of experience with direct customer service support

JOB COMPETENCIES:

• Proficiency in Microsoft Office and general office equipment required
• Motivated and proactive in achieving results in a fast-paced environment
• Strong customer service skills, sensitivity to at-risk populations, and cultural competency
• Exceptional verbal and written communication skills
• Ability to manage competing priorities effectively
• Capability to work collaboratively with internal and external partners to establish and sustain productive working relationships
• Must be detail-oriented with strong time management and organizational skills
• Demonstrates initiative, resourcefulness, and problem-solving skills
• Must be self-aware, flexible, adaptable, and teachable
• Ability to work with confidential information
• Ability to stay organized, focused, and positive while working on multiple projects and tasks
• Visual acuity to read digital, printed, and handwritten materials
• Auditory ability to engage in extensive telephone and direct communication
• Ability to perform repetitive updates to physical and computer files with proper documentation
• Ability to work effectively with others in alignment with the YMCA 4 Core Values; Models the 4 Core Values in all aspects of position responsibilities

PRE-HIRE CONTINGENCIES:

• Licensing, state law and our funders require that applicants of critical positions within Community Support Services 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, or American Safety and Health Institute
• Position may require additional clearances in order to comply with all program, licensing, state law, and funding requirements:
  • Negative TB test results obtained within the past one year, prior to first day, and annually thereafter, as required
  • Exclusion and Debarment checks prior to first day and monthly thereafter

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 opportunity 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.