Business Services - Administrative Specialist/Database Manager

DISCOVER MORE THAN A JOB
As part of the YMCA’s business services team, you have the opportunity to work for an organization that is not just about transactions, but relationships while also expanding your knowledge and skillset in the database management arena.

Detail oriented, self starter with advanced excel skills preferred.  Must be comfortable developing instructional resources and best practices as well as conducting trainings related to use of the YMCA’s membership/program database.

DUTIES AND RESPONSIBILITIES include but are not limited to the following. 

Administrative Business Functions

• Serves as the Association’s lead for technical support and business questions related to membership/programs. Investigates and determines appropriate course of action or response, without direct oversight and using independent discretion and judgement.
• Develops best practices related to the accounting and financial segment of membership and programs.   Provides leadership, guidance and education to branch staff in implementing and maintaining the established best practices.  May deviate from established policies and procedures without prior approval as needed to facilitate the business functions.
• Oversees the successful completion of critical aspects of deliverables related to the Accounting Department and business functions of membership/programs to include, but not limited to account maintenance, renewals, invoicing, bank drafts and returned payments. 
• Manages the administrative responsibilities associated with special initiatives (e.g., military, limited use partners, etc.) and corporate partnerships. 
• Collaborates with accounting staff relative to the flow of financial information.
• Regularly communicates and collaborates with the CFO, CEO and Executive Marketing Director to provide information on membership data, reporting, mailing/email lists, membership categories, pricing and incentives.
• Prioritizes conflicting needs, handles matters expeditiously, proactively and follow through on projects to successful completion, often with deadline pressures.

Database Management

• Manages the membership/program database to include performance, security and maintenance.  
• Troubleshoots issues and work arounds.
• Monitors the integrity of data entered and takes appropriate action with users to remediate errors.
• Develops consistent, documented curriculum and resource guides for Directors to use when conducting technical database trainings (new hire and ongoing).  Uses creativity and initiative to propose and implement new ways of training (e.g., videos).
• Creates, analyzes and provides input on reports that utilize data stored in the database. Cross references and mines data from multiple sources as needed.  
• Customizes existing applications in order to make them fit for purpose.
• Researches and recommends changes to software as needed and assumes a lead role in managing the implementation process of enhancements, upgrades or conversions.

Leadership

• Provides support, guidance and leadership to branch staff and acts as a resource for area of responsibility.
• Places training, development and preparing branch staff to be effective in their positions as a priority and provides quality new hire Director training and ongoing mentoring/coaching and training opportunities related to area of responsibility.

Other

• Assumes responsibility for and performs other accounting functions or special projects as needed/assigned.
• Compiles, maintains and submits or distributes external and internal reports.
• Uses creativity and initiative to generate and propose ideas and best practices that keep the operations of the department up to date and efficient.  Conducts research as needed.  
• Provides back-up assistance to other staff within the administrative office.
• Develops and maintains procedures for job duties.
• Keeps informed of Association policies and procedures, answers internal and external questions.
• Monitors and maintains departmental record systems, files and paperwork.
• Maintains a working knowledge of the databases related to the job functions. Takes initiative to remain up to date on the capabilities of the systems and actively implements into department processes/procedures.
• Maintains flexibility as workloads change throughout the department and assumes responsibilities to support the ongoing success of the YMCA as a whole.  
• Receives and carries out instructions.
• Receives and protects confidential information
• Maintains regular and predictable attendance.  Participates in evening, weekend, on call and special events as required.
• Performs special projects and other related duties as needed or assigned by management.