Branch Operations & Volunteer Support Specialist - Northeast Family YMCA and Southeast Family YMCA

## Description

**Position Summary**

The **Branch Operations & Volunteer Support Specialist** serves as a trusted administrative partner to Executive Directors and branch leadership teams, providing high-level coordination and operational support that advances donor engagement, volunteer involvement, staff experience, and branch initiatives across multiple YMCA locations. This role partners closely with Executive Directors, Human Resources, Development, and branch leaders to coordinate engagement strategies, support key organizational priorities, and enhance the overall effectiveness of branch operations.

Reporting to two Executive Directors, the position plays an integral role in fostering meaningful donor, volunteer, and employee experiences by coordinating communications, events, recognition efforts, and engagement activities that strengthen relationships and support organizational goals. Through exceptional organization, collaboration, discretion, and attention to detail, the incumbent helps cultivate a culture of philanthropy, belonging, service, and operational excellence that advances the YMCA's mission, strategic priorities, and community impact.

**Key Responsibilities

Donor Engagement & Philanthropic Support**

• **Partner with Executive Directors and the Development team** to coordinate donor cultivation, stewardship, and recognition activities that strengthen donor relationships and support branch fundraising goals.
• **Coordinate Annual Campaign administration** including gift processing, pledge management, donor record maintenance, and deposit reconciliation, ensuring accuracy, confidentiality, and compliance with YMCA financial and development procedures.
• **Serve as the primary administrative contact for donor inquiries** by coordinating communications and follow-up with Executive Directors, Development staff, and branch leadership.
• **Prepare donor communications, acknowledgments, stewardship activities, and related materials** to support meaningful donor engagement and philanthropic initiatives.
• **Coordinate fundraising campaigns, donor recognition events, and community engagement activities** by providing administrative and logistical support.
• **Maintain fundraising materials, campaign collateral, donor records, and promotional resources** to support successful fundraising efforts across assigned branches.
• **Support donor retention and engagement initiatives** by coordinating outreach, recognition, and follow-up activities that encourage continued philanthropic support.

**Board Relations & Leadership Support**

• **Coordinate branch advisory board operations** including meeting scheduling, agenda and materials preparation, hospitality, meeting logistics, minutes, and follow-up communications under the direction of the Executive Directors.
• **Support the recruitment, onboarding, orientation, and ongoing engagement of advisory board members** in partnership with the Executive Directors.
• **Coordinate board stewardship, recognition, and engagement activities** under the guidance of the Executive Directors and Development team to foster meaningful volunteer leadership and board involvement.
• **Maintain board rosters, participation records, and engagement files** while ensuring accuracy, organization, and confidentiality.
• **Prepare board reports, correspondence, presentations, and meeting materials** to support the effective planning and execution of advisory board meetings.

**Volunteer Engagement & Community Impact**

• **Coordinate volunteer engagement activities** under the direction of the Executive Directors, supporting opportunities for meaningful member and community involvement across assigned branches.
• **Serve as the Togetherhood Coordinator** for assigned branches, coordinating volunteer opportunities, community partnerships, and service projects in collaboration with branch leadership.
• **Coordinate volunteer recruitment, onboarding, orientation, training, scheduling, recognition, and ongoing support** to foster a positive and rewarding volunteer experience.
• **Maintain volunteer records and engagement metrics** and prepare reports to support volunteer participation, recognition, and community impact initiatives.
• **Collaborate with branch departments** to coordinate volunteer assignments and service opportunities that align with branch priorities and community needs.
• **Prepare volunteer communications, promotional materials, and recognition activities** to support volunteer engagement and community outreach.
• **Provide administrative and logistical support** for volunteer events, Togetherhood initiatives, and community engagement activities.

**Staff Engagement & Human Resources Support**

• **Coordinate new employee onboarding** in collaboration with the Human Resources team and under the direction of the Executive Directors to ensure a welcoming, effective, and efficient onboarding experience.
• **Maintain personnel records, employment documentation, and compliance files** with accuracy, confidentiality, and attention to detail.
• **Coordinate certification tracking and documentation** including lifeguard and other required certifications, ensuring timely renewals and compliance with organizational standards.
• **Support staff engagement, recognition, and retention initiatives** by coordinating employee communications, recognition activities, and engagement efforts that contribute to a positive workplace culture.
• **Provide administrative support for Human Resources processes** including new hire paperwork, personnel file maintenance, and other employment-related documentation as assigned.

**Additional Administrative Support**

• **Provide administrative support for branch communications** by preparing flyers, informational materials, and routine promotional communications using approved YMCA templates and brand standards.
• **Monitor and follow up on program balances and donation pledges** to ensure accurate processing, documentation, and effective member and donor support.
• **Track, reconcile, and process invoices, purchase requests, and financial documentation** in accordance with YMCA policies and procedures.
• **Support branch leadership meetings** by preparing materials, documenting meeting notes, and following up on assigned action items.
• **Provide administrative and operational support for special projects and branch initiatives** as assigned by the Executive Directors.

**Leadership Competencies**

• Relationship Building and Stewardship
• Volunteer and Community Engagement
• Communication and Influence
• Project and Event Coordination
• Organizational Effectiveness
• Collaboration and Teamwork
• Attention to Detail and Accountability

**Diversity, Equity, Inclusion, and Belonging Impact Statement**

This position plays a vital supporting role in fostering a culture of philanthropy, service, leadership, and belonging across the branch. Through coordination and execution of engagement efforts with donors, volunteers, board members, and staff, the Senior Branch Administrative Support helps strengthen relationships and advance the YMCA’s mission within the community.

## Qualifications

**Qualifications**

• Bachelor’s degree preferred or equivalent combination of education and relevant experience.
• Three or more years of experience in nonprofit, administrative support, fundraising support, volunteer coordination, community engagement, or human resources functions.
• Strong ability to build and maintain positive, professional relationships with diverse stakeholders.
• Excellent organizational, communication, and coordination skills with the ability to manage multiple priorities.
• Experience handling confidential information and maintaining accurate records with a high degree of integrity and discretion.
• Proficiency in Microsoft Office and experience with databases, donor management systems, and/or HRIS platforms.
• Demonstrated ability to support mission-driven work with a commitment to community service and the YMCA values.

The YMCA of Greater Louisville is an equal-opportunity employer committed to diversity and inclusion. We encourage applications from all qualified individuals regardless of race, ethnicity, religion, gender, gender identification, sexual orientation, age, or disability status.