Job Details

Job Title: Health & Wellness Administrative Assistant
Department: Health & Wellness
Classification: Part Time (30 hours per week), Non-Exempt
Reports to: Health & Wellness Director
Job Grade: 5

APPLICATION INSTRUCTIONS: To be considered for the position, applicants must apply on our web-based applicant portal and include a cover letter, resume and contact information for three references.

Our Culture

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

Position Summary

This position supports the work of the Y, a leading nonprofit charitable organization committed to strengthening community through youth development, healthy living, and social responsibility.

The Health & Wellness Administrative Assistant supports the operational, administrative, and marketing needs of the Health & Wellness Department. This role provides direct support to the Health & Wellness Director, and works collaboratively with Personal Trainers, Group Fitness Instructors, Coordinators, interns, and other department staff to strengthen communication, member engagement, and program visibility. A primary focus of this position will be assisting with initiatives for Health & Wellness Group and Individual Fitness programs, as well as additional support for the department as a whole. This role will help elevate storytelling, member engagement, trainer visibility, and community connection through organized communication and collaborative promotional efforts.

The Health & Wellness Administrative Assistant will also support day-to-day department operations, special projects, member communication, scheduling support, event coordination, and other administrative functions as assigned.

This role requires strong organizational skills, professionalism, creativity, adaptability, and the ability to collaborate effectively in a fast-paced wellness environment.

Essential Functions

• Supports day-to-day administrative operations of the Health & Wellness Department, including communication, organization, scheduling support, and operational coordination.
• Assists with marketing and member engagement efforts for Personal Training, Group Fitness, specialty programs, workshops, events, and department initiatives.
• Collaborates closely with the Health & Wellness Director, interns, Personal Trainers, Group Fitness Instructors, and Coordinators to support communication and promotional initiatives.
• Assists with creating, organizing, and distributing promotional materials, schedules, social media requests, digital communication drafts, internal announcements, and member-facing content.
• Supports Personal Trainers and Health & Wellness staff with marketing-related initiatives, including trainer bios, social media visibility, promotional campaigns, member success stories, and program awareness efforts.
• Coordinates communication and organizational support for interns and ambassador program participants, helping maintain project timelines, expectations, and collaboration.
• Assists with maintaining accurate program information across department systems, schedules, digital platforms, and registration materials.
• Provides administrative support for specialty programs, workshops, trainings, meetings, and department events, including participant communication, roster support, preparation of materials, and coordination assistance.
• Supports member communication efforts by responding to inquiries, assisting with follow-up communication, and helping maintain a welcoming and service-oriented department experience.
• Assists with department reporting, participation tracking, attendance records, data entry, and operational documentation.
• Maintains organized department files, SOPs, communication templates, marketing resources, and internal documents.
• Assists leadership with meeting preparation, agendas, department communications, and operational follow-up tasks.
• Maintains professionalism and confidentiality while handling department information, employee communication, and member-related records.
• Supports a culture of inclusion and belonging, ensuring the Wellness Center reflects the YMCA's commitment to being the Most Welcoming Place on Earth.
• Assists with special events, campaigns, community engagement opportunities, and YMCA-wide initiatives as needed.
• Maintains all required YMCA certifications and trainings, including CPR/First Aid/AED, Bloodborne Pathogens, Youth Protection, and Workplace Discrimination & Harassment Prevention.
• Works a flexible schedule, including occasional evenings or weekends as needed to support department operations, events, trainings, or ambassador program activities.
• Performs other duties as assigned in support of the Health & Wellness Department and the broader mission of the YMCA.

Minimum Qualifications

• High school diploma or equivalent
• Minimum of a year and a half of administrative, customer service, marketing, communications, or operational support experience
• Relevant specialized courses, webinars or other learning beyond high school that can be obtained in one year or less (on topics such as business, communications, marketing, health & wellness, recreation or a related field)
• Previous experience managing multiple projects, timelines and competing projects while demonstrating strong organizational skills
• Excellent written and verbal communication skills with strong attention to professionalism and detail
• At least intermediate-level proficiency with Microsoft Office, Canva, social media platforms, and/or similar communication and administrative tools

Preferred Qualifications

• Associate's degree or 2 years of coursework in Business, Communications, Marketing, Health & Wellness, Recreation, or a related field preferred
• Prior experience in a YMCA, nonprofit, fitness, recreation, or community wellness environment
• Experience supporting social media initiatives, marketing campaigns, communications, or member engagement efforts
• Familiarity with scheduling, registration, CRM, or membership management systems such as Daxko, FamilyWorks, or related platforms
• Experience supporting Personal Training, Group Fitness, or Wellness programming operations
• Strong graphic design or visual communication skills using Canva or similar design software
• Experience creating schedules, flyers, newsletters, social media content, promotional materials, or internal communication documents
• Experience working with ambassadors, interns, volunteers, or peer leadership programs preferred
• Bilingual or multilingual skills, with proficiency in both English and Spanish preferred, to better support staff, members, and community engagement

Professional Competencies

• Comfort learning and navigating YMCA software systems and scheduling platforms
• Strong customer service skills and the ability to interact professionally with members, staff, interns, and community partners
• Ability to maintain confidentiality and handle sensitive information appropriately
• Demonstrated commitment to equity, inclusion, and creating a welcoming environment for people of all backgrounds and abilities.
• Demonstrated ability to adapt in a fast-paced environment while maintaining professionalism, organization, and follow-through
• Demonstrated ability to work independently while maintaining collaboration and communication with leadership and team members

Work Environment & Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach, and must be able to move around the work environment.

• Have the ability to lift or move up to 40 pounds and occasionally lift or move a higher amount.

• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.

• The noise level in the work environment is usually moderate to high.

• Sufficient strength, agility and mobility to perform essential functions of position and to supervise program activities.

• Hear noises and distress signals in the aquatic environment, including in the water and anywhere around the zone of responsibility.

• Remain alert with no lapses of consciousness.

• Frequently works in water.

Employee Benefits & Discounts

• Jobs Eugene Family YMCA (eugeneymca.org)

The Eugene Family YMCA is an Equal Employment Opportunity Employer.

The Eugene Family YMCA is committed to creating an environment of mutual recognition where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. The Y believes that diversity, inclusion, and a sense of purpose and belonging in the workplace are critical to the achievement of our mission. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

If you need assistance or an accommodation due to a disability, you may complete the ADA Accommodation Request Form; or contact us at hr@eugeneymca.org or 541-686-9622.

The Y: We're for youth development, healthy living, and social responsibility.