Job Description

Job Location: Dean & Barbara White Southlake YMCA - Crown Point, IN 46307
Position Type: Part TimePay starting at $17.00 per hour and up based on experience
Keeping Programs Running, Families Connected, and Communities Strong. Join Crossroads YMCA as Program Support Specialist!

POSITION SUMMARY: This position supports the work of the Y, a leading nonprofit committed to strengthening community through youth development, healthy living, and social responsibility. The Program Support Specialist ensures seamless program operations through strong communication, administrative excellence, and operational oversight. This role supports families, participants, and staff by managing enrollment, scheduling, compliance, and logistics—helping deliver a safe, organized, and high-quality member experience.
ESSENTIAL FUNCTIONS:
- Manage day-to-day program enrollment, including registrations, waitlists, transfers, and billing follow-up.
- Monitor account balances and support collections communication in partnership with Membership.
- Maintain accurate program records and participant documentation.
- Prepare reports related to enrollment, attendance, and revenue as requested.
- Serve as a primary point of contact for families and participants.
- Provide timely, professional communication regarding schedules, policies, program updates, and concerns.
- Support resolution of inquiries to ensure a positive member experience.
- Coordinate staff schedules in collaboration with program leadership.
- Review, edit, and approve timecards for payroll processing.
- Maintain substitute lists and assist with coverage planning.
- Schedule interviews and coordinate hiring logistics.
- Conduct reference checks and assist with pre-employment processes.
- Support new hire onboarding and orientation coordination.
- Track required certifications and training completion.
- Monitor compliance deadlines and follow up with staff to ensure timely completion.
- Maintain organized training documentation and audit readiness.
- Manage supply ordering and inventory control within budget guidelines.
- Conduct routine equipment evaluations to ensure safety standards are met.
- Communicate maintenance or risk concerns promptly.
- Provide administrative and operational support to the Department Director.
- Assist with program launches, seasonal transitions, and special events.
- Contribute to continuous improvement efforts that enhance quality and efficiency.
- Model relationship-building behaviors in all interactions by practicing the YMCA’s Listen First approach.
- Follow all emergency procedures and safety precautions, including reporting accidents, incidents, and hazards.
- Support YMCA fundraising initiatives and special events as assigned.
- Complete all required compliance and professional development training annually or as assigned.
- Support other duties as assigned to meet the needs of the branch and department.
QUALIFICATIONS:
- Associate’s degree or equivalent work experience preferred.
- 2+ years of administrative, program coordination, or customer service experience.
- Strong organizational skills with high attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- Adept computer skills with CRM experience.
- Strong working knowledge of Microsoft Office Suite and ability to learn YMCA-specific systems.
- Strong interpersonal, communication, problem-solving, and customer service skills.
- Ability to exercise sound judgment and discretion when handling confidential information.
- Ability to relate and communicate effectively with diverse groups of people from all social and economic segments of the community.
- Ability to read, understand, and follow instructions, procedures, and policies.
- Passion for delivering outstanding service and supporting a mission-driven organization.
YMCA COMPETENCIES (Leader):
The National YMCA Mission:
“To put Christian principles into practice through programs that build healthy spirit, mind, and body for all.”
Caring: Demonstrates kindness and empathy in daily interactions. Welcomes all and builds positive relationships with members and teammates.
Honesty: Acts with integrity, keeps commitments, and communicates truthfully.
Respect: Treats others with dignity and listens with empathy. Welcomes all backgrounds and identities.
Responsibility: Follows through on tasks and takes ownership of behavior and results.

WORK ENVIRONMENT & PHYSICAL DEMANDS:
- Ability to perform essential job functions using standard office equipment, including computers, phones, and smart devices, for extended periods of time, with or without reasonable accommodation.
- Ability to communicate effectively and professionally through visual, auditory, and verbal means.
- Occasional lifting up to 25 pounds.
- Ability to move throughout program areas as needed.
- Ability to present oneself in a neat, professional, and respectful manner consistent with YMCA values and workplace expectations.