Administrative Assistant

New Settlement; New York (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

New Settlement Apartments in the Bronx seeks an Administrative Assistant to support the Youth and Family Development team. You will help create a welcoming environment for participants, families, visitors, and staff while handling basic administrative tasks and data entry.

Reporting to the Program Director, you will greet visitors, manage attendance records, assist with enrollment paperwork, coordinate meetings, and communicate program announcements, ensuring confidentiality and smooth

Responsibilities

• Greet visitors; answer calls; maintain attendance records and program data.
• Assist with enrollment paperwork and data entry in program databases.
• Maintain organized filing system; coordinate meetings and schedules.
• Follow after-school and summer camp policies as set by Program Director; assist with day-to-day administration.
• Communicate program announcements and support coordination with administrative departments.

Job description

The Crenulated Company Ltd. dba New Settlement Apartments ("New Settlement") is a community-led, mission-driven settlement house rooted in the Bronx. For more than 35 years, New Settlement has worked with youth, families, residents, and community members in the Southwest Bronx to build resilience, expand opportunity, and strengthen neighborhoods through after-school education and youth development, workforce development and college readiness, health, fitness, and wellness programming, community organizing for better housing and safer schools, and arts, creative expression, and community-building initiatives.

The Crenulated Company Ltd. dba New Settlement Apartments ("New Settlement") is a community-led, mission-driven settlement house rooted in the Bronx. For more than 35 years, New Settlement has worked with youth, families, residents, and community members in the Southwest Bronx to build resilience, expand opportunity, and strengthen neighborhoods through after-school education and youth development, workforce development and college readiness, health, fitness, and wellness programming, community organizing for better housing and safer schools, and arts, creative expression, and community-building initiatives. Rooted in the Bronx, New Settlement stands with community members to break systemic barriers, advance justice, promote leadership, and strengthen neighborhoods. By ensuring agency around education, employment, housing, wellness, and creative expression, New Settlement helps cultivate an equitable society where individuals and families have the power to use their voice to create the change they wish to see.

Job Summary

Reporting to the Program Director, the administrative assistant is a member of the New Settlement Youth and Family Development team, supporting the smooth day-to-day functioning of the program and helping create a welcoming environment for participants, families, visitors, and staff. This position oversees basic administrative operations, including greeting visitors, answering calls, filing, verifying authorized pickups, maintaining participant attendance records, data entry, incident reporting, collecting documents from families, assisting with enrollment paperwork, and communicating program announcements. The administrative assistant also plays a vital role in participant engagement, interacting directly with young students and serving as a liaison between the program and various administrative departments. This role requires a high degree of initiative, professionalism, attention to detail, and the ability to exercise discretion in managing confidential information.

Job Duties Include But Not Limited To

• Screen telephone calls and maintain records of massages.
• Prepare letters, flyers, forms and other related materials for program staff, participants and parents.
• Maintain daily participant attendance, participant information, and program schedules in program databases.
• Maintain an organized filing system.
• Coordinates and schedules meetings as assigned.
• Understand, follow, and enforce after-school and summer camp expectations, policies, and protocols as established by the Program Director and New Settlement.
• Assist with the day-to-day administration and operation of after-school, holiday camp, and summer camp programs.
• Prepare outgoing mail and assist with distributing incoming mail.
• Keep office equipment clean, organized, and ready for use.
• Troubleshoot based office equipment issues and contacts technical support or maintenance vendors as needed.
• Attend and contribute to meetings as needed.
• Assist the Program Director with school-based recruitment events.
• Communicate with Program Director about any issues, including schedule changes and significant behavioral or environmental difficulties, in accordance with program, organizational, local, and federal regulations.
• Perform other duties or special projects as assigned by the Program Director or designee.