Business & Administrative Coordinator

Support NY communities through finance & administrative support! Join the Alliance of New York State YMCAs.

Job Description

The Business & Administrative Coordinator plays a key role in supporting the organization’s daily operations, with a primary focus on financial tracking, bookkeeping, and administrative support. This position reports to the Executive Director and is responsible for maintaining accurate financial records, supporting grant compliance, and ensuring efficient organizational processes. The role also provides event planning and board support to help advance the organization’s mission.

Qualifications

• Associate degree in finance; accounting; business administration; nonprofit management; or related field required. Bachelor’s degree preferred.
• Minimum of 2 years of experience in bookkeeping, finance or administrative support
• Proficiency in Excel and financial recordkeeping tools
• Excellent attention to detail and strong organizational skills

Essential Functions

Budget Tracking & Bookkeeping

• Process invoices, reimbursements, and payments in a timely manner
• Assist in preparing financial reports for leadership, funders, and the Board of Directors
• Coordinate with external accountants or finance staff to ensure grant compliance and accuracy

Financial Compliance & Grant Reporting

• Track grant budgets, expenditures, and reporting deadlines
• Prepare financial components of grant reports, ensuring alignment with funder requirements and for audit purposes
• Collaborate with staff to collect and compile programmatic data for grant submissions

Administrative Support

• Coordinate internal communications and schedule meetings
• Maintain organized digital and physical filing systems, including financial, program and grant records
• Support general office operations and administrative workflows

Event Planning

• Coordinate logistics for organizational events and meetings
• Support staff to track event budgets and expenses
• Manage vendor payments and post-event financial reconciliation

Board of Directors Support

• Collect and distribute board meeting materials, including financial reports and budgets
• Record and maintain meeting minutes and official records
• Support communication between board members and staff, particularly around events and financial updates

Cause-Driven Leadership Competencies

• Financial accuracy and attention to detail
• Strong administrative support and time management skills
• Ability to handle confidential financial information with discretion
• Commitment to the YMCA’s character values of caring, honesty, respect and responsibility