Job Description

Administrative Assistant II (West Side YMCA)

Full-Time / Regular $18.00 Hourly

The YMCA of Greater New York is here for all New Yorkers to empower youth, improve health, and strengthen community. Founded in 1852, today the Y serves a diverse population of more than half a million New Yorkers who learn, grow, and thrive through programs and services at our 24 branches. Community is the cornerstone of the Y. Together, we connect active, engaged New Yorkers to build stronger communities.

To help fulfill our mission, we cultivate a culture of learning, leading, and collaboration to enhance community impact. Through our talented staff and "LEAP" career framework (Leadership, Empowerment, Accountability, Personal Growth), we are committed to a people-first approach that fosters trust, inclusion, growth, and development for all.

The West Side YMCA is seeking an Administrative Assistant who will provide administrative support to the West Side YMCA's Guest Rooms and Residence business. This support includes responding promptly in an appropriate manner to inquiries received via phone and email, entering/modifying data in YMCA computer systems in response to these requests, monitoring and responding to customer reviews, and providing other administrative assistance as needed to the Guest Rooms and Residence Department.

Key Responsibilities:

• Review and respond promptly to Guest Rooms and Residence emails and voicemails received by West Side YMCA. Keep these email boxes well-organized. Answer incoming phone calls on these lines during business hours. Responsiveness to communications is essential.
• Enter data into YMCA computer systems as appropriate. This includes reservation, payment, and reservation confirmation information that must be uploaded to third-party computer systems.
• Answer guest questions and provide requested documentation via email, such as reservation confirmations and payment receipts.
• Review and respond to Guest Rooms and Residence questions, comments, and reviews received through various web portals and social media accounts (such as booking websites, Instagram, etc.). Monitor online Guest Rooms and Residence reviews and feedback and report important trends to the Guest Rooms and Residence Director.
• Process Guest Rooms and Residence payments when required.
• Escalate complex inquiries to appropriate Guest Rooms and Residence leadership staff as needed.
• As needed, assist the Guest Rooms and Residence team, including front desk staff, by looking up reservation information and correspondence with guests.
• Assist the Guest Rooms and Residence team by helping to monitor reservations for accuracy and compliance with YMCA policies (length of stay, etc.).
• Compile and run Guest Rooms and Residence reports as needed.
• Assist with preparing forms, paperwork, and invoicing as needed by Guest Rooms and Residence leadership.
• Attend Guest Rooms and Residence department meetings and take/prepare meeting notes if required. Attend other branch meetings as needed.
• Work with the Guest Rooms and Residence Director as needed to maintain a current and accurate inventory of guest room supplies.
• Comply with all business policies required for audit.
• Maintain professionalism with an emphasis on customer service at all times.
• Provides administrative assistance to other branch departments as requested.
• Other duties as required.

Desired Skills & Experience:

• High School Diploma with some college required. Associate's degree or higher is preferred, especially in a field that emphasizes writing and communication.
• One (1) to three (3) years of Administrative Assistant Experience.
• One (1) to three (3) years of experience as a Reservations Agent in a hotel, hostel, or similar business. Prior experience should emphasize written and oral skills; customer service experience is a big plus.
• Knowledge of Microsoft Excel, Word, and PowerPoint is required.
• Experience using a hotel Property Management System is desirable.
• Bilingual (English/Spanish, speaking and writing) is highly preferred.
• Must be available to work flexible hours, including, day times, evenings, weekends, and/or holidays, as needed.

The YMCA of Greater New York offers a variety of benefits to its staff members, including retirement benefits, medical, paid time off, free YMCA membership, and more! Benefit eligibility is determined by an individual's employment status (i.e., full-time or part-time), tenure, and/or the number of hours scheduled to work. Click here for more information.

If you would like to be a member of our dynamic team, please complete our online application and submit your rsum and a thoughtful cover letter that explains your interest in the role and our organization. If you are a current YMCA employee, please submit your application through the Internal Career Site in Cornerstone.

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