Administrative Assistant/Program Support

Volunteers of America-Greater New York (VOA-Greater New York) is a leading anti-poverty organization serving neighbors in need across New York City, Northern New Jersey, and Westchester. Through 70+ programs, we support over 35,000 adults and children each year, including individuals experiencing homelessness, survivors of domestic violence, youth aging out of foster care, veterans, seniors, and children with developmental delays.

Our staff are at the heart of this work, creating meaningful change every day. If you're passionate about making a difference and joining a mission-driven team, we invite you to explore this opportunity.

We are currently seeking qualified candidates for the following position:

Position: Administrative Assistant

The Administrative Assistant is responsible for comprehensive administrative and support functions for the YouthBuild program, facilitating client intake, program documentation, outreach efforts, and ensuring compliance with all funder documentation and reporting requirements while maintaining strict confidentiality of participant and program information.

Location: New York, NY 10032

Minimum Qualifications:

• The position requires associate degree (or 60 college credits) or High School Diploma
• plus three years' relevant experience in administrative support and social services or related field
• The position also requires excellent verbal and written communication skills, including intermediate computer skills.
• The ability to work independently and collaboratively, as well as take initiative.

Administrative Assistant Principal Responsibilities:

1. Greet students, visitors, and partners, ensuring a welcoming, student-centered atmosphere.
2. Answer and route phone calls; respond to general inquiries in a timely and professional manner.
3. Maintain participant attendance systems, sign-in logs, and daily tracking tools.
4. Ensure reception, lobby, and classroom areas are clean, organized, and ready for daily operations.
5. Assist staff in preparing classrooms and meeting spaces for workshops and daily programming to include coordinating room reservations, equipment needs, and technology set-up.
6. Provide administrative support to the Program Director, including scheduling meetings, preparing agendas, and taking meeting minutes.
7. Prepare correspondence, reports, and basic program documents as needed.
8. Process invoices and manage petty cash transactions in alignment with VOA-GNY fiscal guidelines.
9. Track supply inventory, initiate supply orders, and maintain organized electronic filing systems.
10. Support recruitment activities, including outreach, scheduling information sessions, and distributing program materials.
11. Assist prospective participants during intake by guiding them through required forms and electronic documentation. Conduct reminder calls, follow-ups, and appointment confirmations for applicants and new enrollees.
12. Maintain intake paperwork and records in accordance with funder and agency standards.
13. Support internal communications by distributing announcements, updating calendars, and coordinating program events.
14. Collaborate with program staff to ensure smooth workflow and timely completion of administrative tasks.
15. Perform related tasks as assigned including but not limited to providing logistical support for program events, guest speakers, and special projects.

We are committed to offering our employees an exceptional comprehensive benefits package that supports their health, well-being, and personal growth. Full-time employees enjoy:

• Medical, Dental, & Vision Coverage
• Prescription Coverage
• Life Insurance
• Retirement Plan
• Tuition Reimbursement
• Paid Time Off, including a Paid Birthday Holiday

And much more!

To learn more about our staff, culture and much more, copy and paste our website link into a browser: https://www.voa-gny.org/our-staff-and-culture/

VOA-Greater New York is an Equal Opportunity Employer/Vets/Disabled/Other Protected Categories. Apply today!