Administrative Assistant

Women In Need; New York (NY); On-site; USD 40,000 - 56,000; Full time

Job summary

Women In Need (Win) seeks an Administrative Assistant to provide critical administrative and clerical support to the Transitional Housing program. The role maintains accurate client records, supports billing and reporting, coordinates program logistics, and ensures compliance with agency and contract requirements.

The candidate will manage client records, CARES data, billing documentation, incident reports, and scheduling.

Qualifications

• High School Diploma or equivalent is required.
• Administrative support experience is preferred, ideally in nonprofit or social services.
• Proficient in Word, Excel, Outlook, PowerPoint; typing speed 50 WPM.
• Strong organizational, communication, and time-management skills.
• Detail-oriented and able to handle confidential information.
• Able to work independently and collaboratively in a fast-paced environment.

Responsibilities

• Maintain client records, charts, daily census reports, and confidential program documentation.
• Enter and manage CARES data to ensure accuracy and compliance with OTDA, DHS, and Win requirements.
• Prepare monthly billing documentation and assist with resolving billing discrepancies.
• Process incident reports, maintain filing systems, and support program record management.
• Coordinate client trainings, workshops, events, and transportation requests.
• Maintain staff calendars, PTO schedules, and department contact directories.
• Collect, compile, and submit reports to internal departments and leadership.
• Provide administrative support to the Program Director and perform related duties as assigned.

Skills

Organizational skills

Communication skills

Time management

Independent work

Team collaboration

Confidentiality

Typing 50 WPM

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

The Administrative Assistant provides critical administrative and clerical support to the Transitional Housing program. This role is responsible for maintaining accurate client records, supporting billing and reporting processes, coordinating program logistics, and ensuring compliance with agency and contract requirements.

WHAT YOU WILL DO

• Maintain client records, charts, daily census reports, and confidential program documentation.
• Enter and manage CARES data to ensure accuracy and compliance with OTDA, DHS, and Win requirements.
• Prepare monthly billing documentation and assist with resolving billing discrepancies.
• Process incident reports, maintain filing systems, and support program record management.
• Coordinate client trainings, workshops, events, and transportation requests.
• Maintain staff calendars, PTO schedules, and department contact directories.
• Collect, compile, and submit reports to internal departments and leadership.
• Provide administrative support to the Program Director and perform related duties as assigned.

WHO YOU WILL BE

• High School Diploma or equivalent required.
• Administrative support experience is preferred, ideally within a nonprofit, social services, housing, or human services environment.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint; typing speed of 50 WPM required.
• Strong organizational, communication, and time-management skills.
• Detail-oriented with the ability to manage confidential information.
• Able to work independently and collaboratively in a fast-paced environment.
• Comfortable interacting with individuals at all levels of the organization.
• Committed to Win's mission, values, and client-centered approach.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.