Administrative Assistant - Coffeehouse OAC

FIND AID FOR THE AGED INC; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Project FIND is seeking an Administrative Assistant for Coffeehouse OAC to assist the Program Director with administrative duties, data entry for programs and meal service, and documentation for information and referral units. The role supports meal distribution logistics and programming at the Center.

Responsibilities include data input, registration support, greeting participants, answering inquiries, maintaining records, and producing newsletters and flyers.

Qualifications

• High school diploma or equivalent with a minimum of 2 years of relative experience.
• Ability to read, write, and speak English.
• Bilingual Spanish/English and Chinese/English speakers are encouraged to apply.
• Computer skills and ability to work with a diverse aging population.
• Good organizational skills, time management, and interpersonal skills.
• Proficiency in Microsoft suite or Microsoft programs.
• Must work well with others and promote teamwork.
• Must possess excellent customer service skills.
• Canva experience a plus.

Responsibilities

• Input program data into organizational database systems, including NYC Aging’s database.
• Maintain membership contact lists and assist with participant registration/re-registration process.
• Assigns and distributes NYC Aging member ID cards.
• Greets and scans center participants for meals and programs.
• Answers in-person and telephone inquiries and refers/troubleshoots calls as needed, record information and referral units to support work if it applies.
• Maintains center records, including sign-in sheets.
• Distributes center program materials.
• Performs light clerical duties such as filing, copying, organizing, etc.
• Assists with the program coordinator with the collection/recording of contributions.
• Assists the program coordinator with maintaining PIF files and ensuring that the Program Director signs off.
• Assist with the creation and submission of monthly newsletters.
• Create program flyers as needed.
• Perform other related tasks as requested or assigned by the Program Director or Program Coordinator.
• Provide coverage at other PF OACs as needed.

Skills

Bilingual Spanish/English

Bilingual Chinese/English

Customer service

Organizational skills

Canva

Microsoft Office

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Description

Project FIND’s mission is to provide low- and moderate-income and homeless seniors with the services and support they need to enrich their lives and live independently. Today Project FIND operates three supportive housing residences that are home to about 600 people and four senior centers with over 3,000 members. Our members and residents range from the healthy and active to the frail and homebound to the homeless. For all these men and women, Project FIND is a critical resource, providing housing, meals, and programs that help individuals navigate the challenges of aging by encouraging community engagement and healthy living. Please visit our website at: www.projectfind.org.

Job Summary:

The Administrative Assistant for Coffeehouse OAC will assist the Program Director with administrative duties within the site, including data entry related to programs and meal service and documentation for information and referral units. Additionally, the individual will help support logistics associated with meal distribution and programming offerings within the Center.

Responsibilities include:

• Input program data into organizational database systems, including NYC Aging’s database.
• Maintain membership contact lists and assist with participant registration/re-registration process.
• Assigns and distributes NYC Aging member ID cards.
• Greets and scans center participants for meals and programs.
• Answers in-person and telephone inquiries and refers/troubleshoots calls as needed, record information and referral units to support work if it applies.
• Maintains center records, including sign-in sheets.
• Distributes center program materials.
• Performs light clerical duties such as filing, copying, organizing, etc.
• Assists with the program coordinator with the collection/recording of contributions.
• Assists the program coordinator with maintaining PIF files and ensuring that the Program Director signs off.
• Assist with the creation and submission of monthly newsletters.
• Create program flyers as needed.
• Perform other related tasks as requested or assigned by the Program Director or Program Coordinator.
• Provide coverage at other PF OACs as needed.

Requirements

Qualifications:

• High school diploma or equivalent with a minimum of 2 years of relative experience.
• Ability to read, write, and speak English.
• Bilingual Spanish/English and Chinese/English speakers are encouraged to apply.
• Computer skills and ability to work with a diverse aging population.
• Good organizational skills, time management, and interpersonal skills.
• Proficiency in Microsoft suite or Microsoft programs.
• Must work well with others and promote teamwork.
• Must possess excellent customer service skills.
• Canva experience a plus.

Schedule:

Monday-Friday (35 hours weekly) from 8:00 am – 4:00 pm, with the flexibility and availability to work some holidays/evenings.

Project FIND participates in E-Verify, which confirms employment authorization through an electronic database maintained by the Social Security Administration and Department of Homeland Security. The E-Verify process is completed in conjunction with the Form I-9 Employment Eligibility Verification. E-Verify is not used as a tool to pre-screen candidates.