Admin Assistant-Administration

Urban Pathways; New York (NY); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Healthcare coverage

Retirement savings plan

Paid time off

Professional development

Flexible work arrangements

Wellness programs

Employee assistance program

Employee recognition

Job summary

Urban Pathways in New York City is seeking an Administrative Assistant to support program operations and front desk coverage in the administration office.

The role requires 1–2 years of clerical experience, an associate degree or administrative certificate, and a cooperative, client-centered approach with strong communication skills.

Qualifications

• Associate degree required or Administrative Assistant certificate with high school diploma.
• 1–2 years of administrative and clerical experience.
• NYS Notary Public preferred.
• Experience in social services or with homeless populations preferred.

Responsibilities

• Covers the Administration Office reception desk.
• Prepares general reports, correspondence, memos, etc.
• Inputs computer information including posting of purchase orders and data inputs.
• Performs clerical tasks and data input in multiple systems following procedures.
• Files paperwork and mails correspondences.
• Completes inventories and orders office supplies.
• Maintains office cleanliness and communicates with building maintenance.
• Operates office equipment and coordinates Sr. Leadership Meetings.

Skills

Google Suite

Microsoft 365

Videoconference

Interpersonal skills

Written communication

Teamwork

Diversity experience

Foreign language

Education

Associate degree or Administrative Assistant Certificate

Tools

Google Suite

Microsoft 365

Videoconference tools

Data entry systems

Job description

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 Senior Executive Assistant, the Administrative Assistant (AA) performs clerical, fiscal, personnel, administrative, computer and facility related tasks to support program needs and operations. Always striving to deliver work on time and solve problems quickly and seek assistance when needed. The AA will also provide front desk coverage at the Organization’s administration office. The AA will be an active listener and provide high‑quality customer service and respond by exhibiting cross‑cultural awareness with the ability to promote and contribute to an equitable and inclusive anti‑racist organizational culture and environment.

• Covers the Administration Office reception desk.
• Prepares general reports, correspondence, memos, etc., for the Executive Administrative Assistant and other Sr. Leadership staff as assigned.
• Inputs computer information including posting of purchase orders, and other data inputs.
• Performs clerical tasks and accurate data input in multiple systems by following instructions and/or written procedures.
• Files paperwork and mails correspondences.
• Completes inventories and orders office supplies.
• Maintains office cleanliness.
• Communicates with building maintenance, when needed.
• Operates office equipment.
• Coordinates Sr. Leadership Meetings including preparation and dissemination of agendas, meeting attendance and meeting minutes.

Communication

• Communicates verbally and in writing in a professional manner at all times.
• Attends staff meetings, training, and supervisory sessions as required.
• Performs all other duties as assigned and as required.

Qualifications, Education And Experience

• Associate degree required. Or an Administrative Assistant Certificate with a high school diploma, GED/TASC is required.
• At least 1-2 years of administrative and clerical experience required.
• NYS Notary Public. Preferred.
• Experience working in a social service setting such as with persons experiencing homelessness, mental illness, and/or substance use population preferred.

Skills & Competencies

• Proficiency in Google Suite & Microsoft 365, Videoconference, & technical online skills.
• Excellent interpersonal skills and ability to work as both part of a team and independently.
• Strong written and verbal communication skills.
• A proactive person‑centered approach.
• Experience in working with diverse communities.
• Foreign language is a plus.

Capabilities

• Desire to perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Comfortable with using public transportation to travel to and from various program sites.

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.