Admin Assistant

About the role

Urban Pathways has been engaging New York City's most vulnerable residents since 1975, providing essential support and fostering an environment where individuals can redefine their narratives and become their best selves.

Job Summary

Reporting to the Program Director, the Administrative Assistant supports program needs and operations by performing clerical, fiscal, personnel, administrative, computer, and facility-related tasks.

Key Responsibilities & Essential Functions

• Prepares, maintains, and submits all purchase orders, check requests, and expense reports to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Ensures accountability in the purchasing of supplies and keeps expenditures within budgetary limitations.
• Orders and maintains inventory of all program supplies and equipment.
• Maintains accurate record-keeping of all client data, personnel files, purchase orders, and inventory.
• Administers petty cash, MetroCard and other funds for the program in accordance with Urban Pathways policies and procedures.
• Aids in preparing client financial transactions (e.g. rent collection, client banking, billing etc.) for submission to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Serves as the program’s liaison with the organization’s IT company to troubleshoot and resolve computer issues as needed.
• Reports any malfunction of office equipment to the Program Director/Director of Operations and arranges for vendor services and/or repair.
• Captures and coordinates organizational and program activities including special events, as needed.

Administrative

• Sorts, distributes, and maintains daily log of all incoming and outgoing mail as indicated in Urban Pathways policies and procedures.
• Prepares reports, correspondence, memos, etc., for the senior program personnel.
• Prepares and maintains minutes of staff and other meetings as assigned.
• Maintains the monthly activities calendar and weekly staffing schedules, including Program Director appointments.
• Manages and distributes staff paychecks.

Community Relations

• Develops and maintains relationships with community services and resources.

Communication

• Communicates verbally and in writing in a professional manner at all times.
• Attends staff meetings, trainings, and supervisory sessions as required.
• Responds to all communications including telephone, email and other oral and written inquiries in a timely manner.

Qualifications, Education & Experience

• High School Diploma, GED or equivalent required.
• Bachelor’s degree preferred.
• Administrative experience a plus.
• Experience with homeless, individuals with mental health condition and substance abuse population preferred.

Skills and Competencies

• Strong written and verbal communication skills.
• Strong computer skills and knowledge of Microsoft Office (e.g.Word, Outlook, Excel, etc.).
• Foreign language is a plus.

Pay

The salary range is based on several factors, including, but not limited to, overall experience, relevant experience, education level, certifications, applicable skills, and expertise.

Schedule

Flexible work arrangements to accommodate your needs.

Benefits

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
• Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
• Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
• Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.