Administrative Assistant/Program Support

Principal Responsibilities

• Greet students, visitors, and partners, ensuring a welcoming, student-centered atmosphere.
• Answer and route phone calls; respond to general inquiries in a timely and professional manner.
• Maintain participant attendance systems, sign-in logs, and daily tracking tools.
• Ensure reception, lobby, and classroom areas are clean, organized, and ready for daily operations.
• Aid staff in preparing classrooms and meeting spaces for workshops and daily programming, including coordinating room reservations, equipment needs, and technology set-up.
• Provide administrative support to the Program Director, such as scheduling meetings, preparing agendas, and taking meeting minutes.
• Prepare correspondence, reports, and basic program documents as needed.
• Process invoices and manage petty cash transactions in alignment with VOA-GNY fiscal guidelines.
• Track supply inventory, initiate supply orders, and maintain organized electronic filing systems.
• Support recruitment activities, including outreach, scheduling information sessions, and distributing program materials.
• Aid 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.
• Maintain intake paperwork and records in accordance with funder and agency standards.
• Support internal communications by distributing announcements, updating calendars, and coordinating program events.
• Collaborate with program staff to ensure smooth workflow and timely completion of administrative tasks.
• Perform related tasks as assigned, including logistical support for program events, guest speakers, and special projects.

Benefits

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

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