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YMCA of Middle Tennessee

Philanthropy Administrative Assistant

YMCA of Middle Tennessee


Job Summary


At the Y, strengthening community is our cause. Every day, our staff—of all ages and from diverse backgrounds and life experiences—work to bridge the gap in community needs by nurturing the potential of children and teens, improving the nation’s health and well-being and providing support to our neighbors. Simply put, the Y is for everyone. Imagine going to work knowing that what you do each day positively affects the lives of the people in your community. Working at the Y, you’ll enjoy a career with a future and the opportunity to make a lasting difference in the lives of those around you.

Position Summary:

Consistent with the Christian mission and vision of the YMCA of Middle TN, and in cooperation with other YMCA staff, under the direction of the Executive Director of Annual Giving, the Administrative Assistant provides administrative support to the team and plays a key role in enhancing the YMCA’s philanthropic efforts, lends support to the Association Philanthropy Team and works to meet the Association’s philanthropic goals.

Job Responsibilities

Essential Functions:

  • Model the YMCA core values: Caring, Honesty, Respect and Responsibility
  • Serve as the key administration support for the Association Philanthropy Department assisting the Executive Director of Annual Giving and other philanthropy staff
  • Produce and mail Annual and Capital Acknowledgement Letters for donors
  • Produce and distribute Pledge Reminders for donors
  • Produce invoices for corporate donors
  • Manage, assign, and report on help desk tickets to philanthropy team using TrackIT software
  • Monitor and respond to general questions and requests sent to the shared team email account
  • Maintain a current email address roster and RSVPs for Association leadership campaign events
  • Coordinate and manage invitations as well as RSVPs for Association leadership campaign events
  • Consolidate monthly Purchase Card expenses for Department
  • Support YMCA of Middle Tennessee Foundation with administrative needs
  • Maintain donor and other records, including a variety of Excel spreadsheets
  • Serve as backup for gift entry data into Raiser’s Edge Software in order to support the centralized gift entry process
  • Schedule department trainings, reserve rooms, handle catering needs and update calendars for Department
  • Enter in new and audit/edit current constituent records into Raiser’s Edge Software
  • Manage donor Birthday lists for Stewardship purposes
  • Assist with donor data cleanup and audits


Passion, enthusiasm, and commitment to the mission and cause of the YMCA

An enthusiastic personality with the desire to serve members, volunteers, guests, participants and staff to create a culture of service within our Centers

Strong interpersonal and communication skills and the ability to relate effectively to diverse groups of people from all social and economic segments of the community

  • Must present a professional image and possess conflict resolution skills, and demonstrate sound judgment and initiative
  • Must be highly organized with the ability to work under pressure and handle multiple tasks
  • Must be able to maintain confidentiality of information
  • Proficiency in Microsoft Word, Excel, PowerPoint, and other software programs, as well as the ability to use most office equipment is required
  • Ability to work a flexible schedule, including some evenings and weekends as needed
  • Minimum 18 years of age
  • High school diploma or equivalent required; Bachelor’s degree preferred or minimum three years’ experience with Word, Excel, PowerPoint and bookkeeping
  • Financial development experience preferred; YMCA experience preferred

Additional Information


Benefits package including generous paid time off 

Participation in Y Retirement plan and 403 (b) savings account upon eligibility

Free membership at all 14 wellness center locations

Discounts on youth programs, summer camps and sports instruction


How to Apply

Click HERE to apply today!


  • Date Posted: September 30, 2022
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Community Development
  • Salary Range: Starting at $16.00 per hour, depending on experience
  • Working Hours: 40 hours per week, typical business hours