Part-time Administrative Assistant, YMCA of Greater Oklahoma City

Description

The Administrative Assistant provides essential administrative support that keeps the YMCA of Greater Oklahoma City's member engagement and rewards program and membership operations running smoothly and efficiently. This role serves as the primary administrator of the YMCA 360 rewards platform, managing redemptions, inventory, and manual entries, while acting as a direct point of contact for Branch Membership Directors. This position also provides administrative support to the AVP of Membership. The ideal candidate is highly organized, detail-oriented, an effective communicator, and comfortable managing multiple priorities. This is a part-time, non-exempt position scheduled for up to 29 hours per week.

*Pay range $14.00 to $16.00 per hour depending on experience.

ESSENTIAL DUTIES & RESPONSIBILITIES:

YMCA 360 Program Administration

• Process and fulfill member reward redemptions submitted through the YMCA 360 platform

• Maintain and monitor rewards inventory, including tracking stock levels and coordinating restocking or reordering

• Manually enter rewards for members or activities not automatically captured by the system

• Reconcile redemption records against inventory counts to ensure accuracy

• Manage member referrals and resulting point distribution

• Troubleshoot member questions or issues related to rewards points, redemptions, or account discrepancies

• Serve as the direct point of contact for Branch Membership Directors regarding YMCA 360 questions, redemption issues, and program updates

• Communicate program changes, promotions, and reward updates to branch staff in a timely manner

• Generate and distribute reports on redemption trends, popular rewards, and inventory usage for leadership review

• Maintain up-to-date documentation and standard operating procedures for YMCA 360 administrative processes

Membership Support

• Assist with data entry and database maintenance related to membership records

• Schedule meetings, prepare agendas, and record notes for membership-related meetings

• Assist with special projects and initiatives led by the AVP of Membership

• Assist with online review responses from members

• Run online review request campaigns

Requirements

• High school diploma or equivalent required; associate or bachelor's degree in business administration, communications, or related field preferred

• Minimum of 1 year of administrative, customer service, or program coordination experience required

• Experience with membership, rewards, or loyalty program platforms preferred

• Experience supporting marketing, communications, or membership functions preferred

Skills & Abilities

• Strong organizational skills with high attention to detail and accuracy

• Excellent written and verbal communication skills

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment

• Proficiency in Microsoft Office (Excel, Word, Outlook, SharePoint) and comfort learning new software platforms

• Ability to maintain confidentiality of sensitive membership information

• Strong customer service orientation and ability to build positive working relationships across departments and branches

• Ability to work both independently and collaboratively as part of a team