Administrative and Budget Coordinator – Urban Y

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 Administrative Program and Budget Coordinator serves as a vital operational support partner to senior leadership, providing support with integrated administrative and financial coordination. This position plays a critical role in ensuring organizational effectiveness through assistance with budget oversight, staff capacity building, and cross-functional coordination that supports program delivery and resource stewardship.

Working at the intersection of finance, operations, and administration, the Administrative Program and Budget Coordinator manages essential administrative functions while providing budget analysis, training, and compliance monitoring across multiple programs and departments. The position requires strong organizational skills, serving as the primary liaison between branch operations and the recruitment department to ensure alignment of staffing resources with programmatic and financial goals. This role supports data-driven decision-making and organizational accountability by ensuring timely, accurate budget documentation and facilitating effective communication of financial information.

Job Responsibilities

Administrative Leadership

• Maintain organized filing systems for budget documents, contracts, and administrative records
• Help lead Barrier Removal program via supporting compliance with documentation and program policies and procedures.
• Serve as point of contact for budget and administrative topics from staff and departments
• Assistance with preparing meeting agendas for SS POD, take minutes, and track action items for follow-up
• Provide administrative help with coordinating logistics for leadership and budget-related meetings, assisting with scheduling meetings, etc.

Budget Analysis & Monitoring

• Analyze budget variances across programs and locations, identifying trends and ensuring budgets support mission of poverty abatement
• Monitor budget compliance and ensure adherence to organizational policies and funding requirements
• Track expenditures against approved budgets and alert leadership to potential issues
• Prepare variance reports and financial summaries for management review

Staff Training & Capacity Building

• Develop and deliver training on budget development processes and best practices
• Create budget templates, tools, and guidance materials for departmental use
• Support staff in understanding budget reports and financial performance metrics

Interdepartmental Liaison & Coordination

• Serve as liaison between community locations and recruitment department
• Coordinate budget information flow between departments and central administration
• Gather budget requests, justifications, and supporting documentation from department heads to ensure timely completion of budget adjustments (e.g. JEs, funds release, etc.)

Compliance & Documentation Management

• Ensure all budget documents are completed accurately and submitted by established deadlines
• Maintain organized budget files and documentation systems to ensure expenditures match appropriate contract and resource allocations
• Track and manage budget submission timelines across multiple programs and locations
• Verify budget documentation meets funder, contractual, and organizational requirements
• Support audit preparation and respond to budget-related inquiries

Other Responsibilities  

• Performs all other duties as assigned by the supervisor.  

Qualifications

• 3-5 years of experience in administrative support with budget coordination responsibilities
• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and financial software systems
• Excellent written and verbal communication skills with ability to explain financial concepts clearly
• Exceptional organizational skills with ability to manage multiple priorities and deadlines
• Detail-oriented with strong problem-solving abilities
• Professional demeanor with ability to handle confidential information appropriately
• Experience working across multiple departments or locations

Preferred Qualifications (Optional)

• Associate’s or Bachelor’s degree in Business Administration, Finance, Accounting, or related field preferred

Work Environment & Physical Demands

• This role primarily operates in an office setting with some visits to YMCA branches, program sites, and community locations.  
• In-office and possible remote work based on operational needs at any given time.  
• Regular use of a computer, phone, and standard office equipment.  
• Occasional lifting of supplies, materials, or equipment up to 25 pounds.  
• Requires prolonged periods of sitting, as well as frequent standing, walking, and reaching.  

• Must be able to travel locally to multiple YMCA locations and external partner sites as needed.  
• May require evening or weekend hours to support onboarding, volunteer engagement, or fundraising events.

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 Administrative Program and Budget Coordinator position offers a competitive salary of $70,000-$75,000 annually, based on qualifications and experience and is aligned with current salary benchmarking standards.  

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