Program Administrative Specialist

Careers by Empowering Futures, Building Communities  

Imagine going to work each day knowing that your efforts positively impact individuals and communities. As a global movement and the nation's leading nonprofit organization dedicated to strengthening communities through youth development, healthy living, and social responsibility, the YMCA of Greater San Francisco offers more than just a job—we offer a career with a future and the opportunity to make a lasting difference in your community. At the Y, you can uncover your passion and build a lifelong career addressing some of the nation's most pressing social issues. 

Our Organizational Culture  

At the YMCA of Greater San Francisco, we are committed to demonstrating values that aim to building strong communities where you can Be, Belong and Become. With Truth & Courage, we strive to understand and act on individual and societal truths. We ensure a safe and inclusive environment with Authenticity & Accessibility, allowing everyone to participate according to their needs. Our approach is Dependable & Creative, as we respond to community needs through strong partnerships. Above all, we embody Dignity & Empathy, treating everyone with respect and compassion, and recognizing the inherent dignity in all individuals. 

Position Summary 

The Program Administrative Specialist supports the day-to-day operations of the Potrero Hill Family Resource Center. This role requires a flexible, organized, and collaborative individual who can adapt to a dynamic, community-focused environment. The Specialist ensures smooth office and program operations, manages food pantry logistics, and contributes to participant engagement through workshops and events. 

Administrative Support 

• Provide general office assistance, including reception coverage, filing, scheduling, and communications follow-up. 

• Step in for team members as needed to maintain continuity of operations. 

Pantry Operations 

• Oversee food pantry logistics, including coordinating deliveries, maintaining inventory, and supporting volunteers. 

• Ensure compliance with safety and organizational protocols during pantry activities. 

Program & Event Support 

• Assist in planning and facilitating participant workshops and events. 

• Serve as lead facilitator or co-facilitator in alignment with organizational safety guidelines. 

Team & Operational Flexibility 

• Respond to evolving office and program needs with adaptability and a collaborative approach. 

• Support colleagues across functions to ensure smooth program delivery. 

Qualifications 

• 1–2 years of administrative or program support experience, preferably in a nonprofit or community-based setting.  

• Strong organizational and multitasking skills; ability to prioritize and adapt to changing needs.  

• Effective written and verbal communication skills with a solutions-focused approach.  

• Basic proficiency in Microsoft Office and Google Workspace.  

• Ability to lift up to 30 lbs and perform physical tasks related to pantry operations.  

• Comfortable working with diverse populations and fostering an inclusive, respectful environment.  

• Dependable, punctual, and accountable. 

Preferred Qualifications  

• Experience facilitating workshops or community groups.  

• Bilingual in Spanish, Cantonese, or other languages common in the Potrero Hill community.  

• Familiarity with data tracking or CRM systems (e.g., Apricot, Salesforce).  

• Knowledge of local community resources or prior experience in a family resource center. 

Work Environment & Physical Demands 

• On-site role at the Potrero Hill Family Resource Center in a shared office and community setting. 

• Fast-paced, collaborative environment requiring multitasking and flexibility. 

• Regular use of standard office equipment (computers, phones, copiers). 

• Ability to sit or stand for extended periods during administrative tasks. 

• Frequent lifting and moving of items up to 30 lbs for pantry operations. 

• Occasional evening or weekend hours for workshops or events. 

• Regular interaction with diverse community members, volunteers, and partner organizations. 

• Adherence to organizational safety protocols during events and program activities. 

Disclaimers 

• Must successfully complete a background screening, including criminal and employment verification. Some positions may also require a credit check. 

• All duties and responsibilities are essential job functions subject to reasonable accommodation. The YMCA of Greater San Francisco promotes an equal employment opportunity workplace, which includes reasonable accommodation for otherwise qualified disabled applicants and employees. Please contact your manager if you have any questions about this policy or these job duties. 

• This job description may not be all-inclusive, and employees are expected to perform other duties as assigned by management. Job descriptions and duties may be modified by management as needed. 

• Job offers are conditional and contingent upon background clearance. Pursuant to the San Francisco Fair Chance Ordinance and CA Fair Chance Act, we will consider qualified applicants with arrest and conviction records for employment. 

Salary Description 

The Program Administrative Specialist position offers a rate of $25.00 per hour. This rate is based on salary benchmarking for similar roles and is aligned with grant fund approvals and requirements for the position.  

Qualifications 

• 1–2 years of administrative or program support experience, preferably in a nonprofit or community-based setting.  

• Strong organizational and multitasking skills; ability to prioritize and adapt to changing needs.  

• Effective written and verbal communication skills with a solutions-focused approach.  

• Basic proficiency in Microsoft Office and Google Workspace.  

• Ability to lift up to 30 lbs and perform physical tasks related to pantry operations.  

• Comfortable working with diverse populations and fostering an inclusive, respectful environment.  

• Dependable, punctual, and accountable. 

Preferred Qualifications  

• Experience facilitating workshops or community groups.  

• Bilingual in Spanish, Cantonese, or other languages common in the Potrero Hill community.  

• Familiarity with data tracking or CRM systems (e.g., Apricot, Salesforce).  

• Knowledge of local community resources or prior experience in a family resource center.