Admin Assistant

Urban Pathways; New York (NY); On-site; Full time

Job summary

Urban Pathways is seeking an Administrative Assistant to support program operations in New York City. This entry-level role involves clerical duties such as maintaining purchase orders, managing client data, and assisting program directors with financial tasks. Candidates should possess strong communication and organizational skills and ideally have experience working with vulnerable populations.

Benefits

Healthcare Coverage

Retirement Savings

Paid Time Off

Professional Development

Flexible Work Arrangements

Wellness Programs

Employee Assistance Program

Employee Recognition

Qualifications

• Administrative experience a plus.
• Experience with homeless and substance abuse population preferred.
• Strong written and verbal communication skills.

Responsibilities

• Perform clerical and administrative tasks to support program needs.
• Manage purchase orders, check requests, and maintain client data.
• Assist with financial transactions for submission to the Finance Department.

Skills

Communication

Computer skills

Organizational skills

Education

High School Diploma, GED or equivalent

Bachelor’s degree (preferred)

Tools

Microsoft Office

Job description

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This range is provided by Urban Pathways. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$16.74/yr - $21.60/yr

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

Join UP! We are lighting the path home, one person at a time.

About Urban Pathways

Since 1975, Urban Pathways has engaged New York City’s most vulnerable residents, people on the streets or in areas unfit for human habitation, “lighting the path home, one person at a time.” Urban Pathways is a catalyst for transformative change in the lives of unhoused adults, empowering them to discover their inherent strengths and abilities. We provide essential support and foster an environment where individuals can redefine their narratives and become their best selves.

Responsibilities

Reporting to the Program Director, the Administrative Assistant performs clerical, fiscal, personnel, administrative, computer and facility related tasks to support program needs and operations.

• 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, metro card and other funds for the program in accordance with Urban Pathways policies and procedures.
• Assists the Program Director and/or Director of Social Services to prepare 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.
• Ensures telephone equipment, fax machine, telephone monitoring equipment, and copying machine are in working order. 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.
• Coordinates organizational and program activities including special events, as needed.
• 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.
  
  

Qualifications

• High School Diploma, GED or equivalent required. Bachelor’s degree preferred.
• Administrative experience a plus.
• Experience with homeless, people with mental health condition and substance abuse population preferred.
• Strong written and verbal communication skills.
• Strong computer skills and knowledge of Microsoft Office (e.g. Word, Outlook, Excel etc.).
• Foreign languages a plus.
  
  

Urban Pathways offers a comprehensive benefits package designed to support the well-being and professional growth of our employees.

These benefits include:

• 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.
• Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
• Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
• 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.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations

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