Administrative Program Specialist

Overview

YOUR IMPACT
The Administrative Program Specialist is key to delivering exceptional service and operational support for YMCA childcare and youth programs. This role manages member inquiries, maintains accurate program and financial records, supports collections activities, and assists with compliance documentation to ensure smooth daily operations. The Administrative Program Specialist creates positive experiences for families through responsive communication and attention to detail, while upholding the YMCA's values and commitment to community service.

• Model YMCA core values and Service Standards in all interactions.
• Assist with program registration and enrollment, ensuring timely and accurate updates to member accounts.
• Manage phone calls, emails and in-person inquiries, ensuring excellent customer service.
• Maintain accurate records, including rosters, financial assistance documentation and program data.
• Support collections activities by tracking and scheduling payments, following up on outstanding balances, and preparing member notices under guidance of supervisor.
• Perform clerical tasks, including filing, data entry, and document organization to support daily operations.
• Provide administrative support to program teams, including preparing materials, maintaining compliance documentation, and assisting with reporting.
• Support nutrition service operations by maintaining required documentation and assisting with program compliance tasks.
• Ensure a strong focus on character development and diversity, equity and inclusion throughout programming.
• Report damaged equipment or safety hazards promptly to supervisor.
• Perform any other functions necessary for the smooth and efficient operation of the YMCA of Rock River Valley.

Responsibilities and qualifications are as listed in the overview and include:

• Model YMCA core values and Service Standards in all interactions.
• Assist with program registration and enrollment, ensuring timely and accurate updates to member accounts.
• Manage phone calls, emails and in-person inquiries, ensuring excellent customer service.
• Maintain accurate records, including rosters, financial assistance documentation and program data.
• Support collections activities by tracking and scheduling payments, following up on outstanding balances, and preparing member notices under guidance of supervisor.
• Perform clerical tasks, including filing, data entry, and document organization to support daily operations.
• Provide administrative support to program teams, including preparing materials, maintaining compliance documentation, and assisting with reporting.
• Support nutrition service operations by maintaining required documentation and assisting with program compliance tasks.
• Ensure a strong focus on character development and diversity, equity and inclusion throughout programming.
• Report damaged equipment or safety hazards promptly to supervisor.
• Perform any other functions necessary for the smooth and efficient operation of the YMCA of Rock River Valley.

Position: 1
Regardless of primary assignment, this position may be required to travel between sites as needed.

• Position 1:
  Camp Winnebago – Part-Time, Non-Exempt
• Monday - Friday, Flexible schedule available between 9:00 am - 5:00 pm
• Occasional afternoon shifts, required
• $15.00 per hour

• High school diploma or equivalent, or relevant experience required
• Proficient in Google Suite, Microsoft Excel and Word
• Excellent interpersonal communication and organization skills
• Ability to relate effectively to diverse groups of people from all social and economic segments of the community
• Strong attention to detail and ability to maintain accurate records
• Experience in customer service or administrative support roles
• Ability to maintain confidentiality and handle sensitive information
• CPR, AED and First Aid Certifications required within 90 days
• Current Praesidium Academy trainings

The Y is proud to be an Equal Opportunity Employer. We offer more than just a job, rather the opportunity to make a lasting difference in the lives of those around you.

There’s so much more to working at the Y:

• Discounted…