Branch Administrative Support Specialist - Safe Place Services and Association Services Office

Job DetailsLevel: ExperiencedJob Location: YMCA Safe Place Services - Louisville, KY 40217Position Type: Full TimeEducation Level: 4 Year DegreeSalary Range: $22.00 - $22.00 HourlyJob Shift: AnyJob Category: Administration and Executive LeadershipPosition Summary 
The Branch Administrative 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.
Coordinate monthly donor and community impact tours, including behind-the-scenes logistics, registration, greeting guests, food and beverage set-up, preparation of printed materials, and ensuring a welcoming, organized experience for all participants.
Provide grants management support as needed to the Financial Development and Safe Place Services Teams.


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 mater