Administrative Assistant (Learn & Earn Program)

HANAC, Inc; New York (NY); On-site; USD 10,000 - 60,000; Part time

Job summary

A leading social services organization in New York City seeks an Administrative Assistant for its Learn and Earn Program. This role involves supporting administrative tasks, mentoring youth, and participating in program outreach while ensuring compliance with organizational policies. Candidates should possess strong interpersonal and organizational skills, preferably with a background in workforce development.

Qualifications

• Must possess a High School Diploma or equivalent.
• Strong organizational and administrative skills with attention to detail.
• Proficiency in Microsoft Word and Excel.

Responsibilities

• Assist with scheduling, organizing meetings, and program materials.
• Monitor participant attendance and engagement in program activities.
• Communicate effectively with staff, participants, and stakeholders.

Skills

Interpersonal skills

Organizational skills

Customer service

Time management

Microsoft Word

Microsoft Excel

Education

High School Diploma or equivalent

Job description

HANAC, Inc., originally founded by George Douris as the Hellenic American Neighborhood Action Committee, is a New York City-based multi-faceted social services organization. Established in 1972, HANAC was created to serve the needs of vulnerable populations throughout New York City.The Learn and Earn Program supports high school juniors and seniors by providing guidance, paid internships, career planning, tutoring, college preparation, and leadership development opportunities.

The Administrative Assistant will support the Learn and Earn Program by assisting with program materials, scheduling, organizing meetings, and ensuring a smooth flow of information. This role requires discretion, judgment, and the ability to work independently while maintaining strong administrative and organizational oversight. The Administrative Assistant may be required to train and supervise other clerical personnel.

Additionally, the individual in this position will help youth make informed decisions about their future by supporting orientations, workshops, and project-based learning activities.

The program goals include:

• Develop participants’ work readiness, social, and job skills
• Provide a safe and structured learning environment
• Ensure compliance with agency policies and procedures
• Support programmatic record-keeping and reporting
• Assist with program outreach and engagement

Rate of Pay: $16.50 - $19.00 per hour

Work Schedule:Monday to Friday, 2 pm - 6 pm. Schedule is TBD and subject to change.
Location:Q258 Energy Tech High School 36-41 28th St, Long Island City, NY 11106

Responsibilities:

• Perform administrative tasks, including drafting letters, reports, memos, and other program materials.
• Communicate professionally and effectively with staff, participants, parents, and external stakeholders.
• Answer and direct phone calls, record messages, and manage program inquiries.
• Assist the Program Director/Coordinator in ensuring prompt and accurate submission of enrollment, payroll, and evaluations for program participants.
• Conduct participant orientations, worksite visits, and educational sessions as needed.
• Maintain and update participant files in compliance with program regulations.
• Monitor participant attendance and engagement in employment and educational activities.
• Perform general office duties such as making phone calls, emailing, faxing, copying, and preparing program packets.
• Build and maintain supportive relationships with youth participants.
• Assist in implementing daily program activities that enhance participants’ development and work readiness.
• Encourage youth engagement and participation in program activities.
• Maintain clear and effective communication with the supervisor regarding plans, challenges, and program successes.
• Support payroll verification and processing as needed.
• Attend required meetings and professional development.
• Complete Basecamp check-ins twice per day to ensure timely updates and communication.
• Assist with other departmental duties and projects as assigned.

Qualifications

• Minimum requirement: High School Diploma or equivalent
• Strong interpersonal skills and ability to work in a professional setting
• Computer literacy, including proficiency in Microsoft Word and Excel
• Strong organizational and administrative skills with attention to detail
• Prior knowledge of workforce development programs is a plus
• Excellent customer service, time management, and multitasking abilities
• Creative and professional mindset with a strong sense of humor
• Passion for youth development and community engagement

What's your highest level of education completed?*

Are you 18 years of age or older?*

Experience & Background
Can you describe your experience working in workforce development, employment services, or education programs? What specific populations have you worked with (e.g., youth, adults, immigrants, justice-involved individuals)?*

Case Management & Coaching
Have you provided direct case management or career coaching to job seekers? If so, how do you assess a participant’s needs and develop a plan to help them achieve their employment or educational goals?*

Employer & Community Engagement
What strategies have you used to build relationships with employers, training providers, or community organizations to create job placement and career advancement opportunities for participants?*

Program Compliance & Reporting
Many workforce programs require tracking participant progress and ensuring compliance with funding guidelines. Can you share your experience with data tracking, case notes, and reporting requirements?*

Challenges & Problem-Solving
Workforce development programs often require navigating challenges such as participant motivation, employer expectations, and program limitations. Can you give an example of a difficult situation you faced and how you resolved it?*

Flexibility & Innovation
Workforce development is constantly evolving. How have you adapted to new workforce trends, funding changes, or participant needs in your previous roles?*

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