Administrative Assistant/Program Support

Voa Gny; New York (NY); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Life Insurance

Retirement Plan

Tuition Reimbursement

Paid Time Off, including Birthday

Job summary

VOA-GNY is seeking an Administrative Assistant in New York, NY to provide comprehensive administrative support for the YouthBuild program. You will handle client intake, program documentation, outreach, and ensure compliance with funder reporting while keeping participant information confidential.

The role requires an associate degree (or 60 college credits) or a HS diploma and at least three years of related experience, with strong verbal/written communication and solid computer skills.

Qualifications

• Associate degree (or 60 college credits) or High School Diploma.
• Three years of relevant experience in administrative support and social services or related field.
• Excellent verbal and written communication skills, including intermediate computer skills.

Responsibilities

• Greet students, visitors, and partners; maintain welcoming, student-centered atmosphere.
• Answer and route phone calls; respond to inquiries in a timely, professional manner.
• Maintain participant attendance systems, sign-in logs, and daily tracking tools.
• Ensure reception, lobby, and classroom areas are clean, organized, and ready for daily operations.
• Assist staff in preparing classrooms and meeting spaces for workshops and daily programming.
• Provide administrative support to the Program Director, including scheduling meetings, agendas, and minutes.
• Prepare correspondence, reports, and basic program documents.
• Process invoices and manage petty cash per VOA-GNY guidelines.
• Track supply inventory and maintain organized electronic filing systems.
• Support recruitment activities, intake assistance, and distributing program materials.
• Maintain intake paperwork and records per funder and agency standards.
• Coordinate program events and internal communications; update calendars.
• Collaborate with staff to ensure timely completion of administrative tasks.
• Assist with logistics for program events, guest speakers, and special projects.

Education

Associate degree / 60 college credits or HS diploma

Job description

Position: Administrative Assistant

The Administrative Assistant is responsible for comprehensive administrative and support functions for the YouthBuild program, facilitating client intake, program documentation, outreach efforts, and ensuring compliance with all funder documentation and reporting requirements while maintaining strict confidentiality of participant and program information.

Location: New York, NY 10032

Minimum Qualifications:

• The position requires associate degree (or 60 college credits) or High School Diploma


• plus three years’ relevant experience in administrative support and social services or related field


• The position also requires excellent verbal and written communication skills, including intermediate computer skills.


• The ability to work independently and collaboratively, as well as take initiative.

Administrative Assistant Principal Responsibilities:

• Greet students, visitors, and partners, ensuring a welcoming, student-centered atmosphere.


• Answer and route phone calls; respond to general inquiries in a timely and professional manner.


• Maintain participant attendance systems, sign-in logs, and daily tracking tools.


• Ensure reception, lobby, and classroom areas are clean, organized, and ready for daily operations.


• Assist staff in preparing classrooms and meeting spaces for workshops and daily programming to include coordinating room reservations, equipment needs, and technology set-up.


• Provide administrative support to the Program Director, including scheduling meetings, preparing agendas, and taking meeting minutes.


• Prepare correspondence, reports, and basic program documents as needed.


• Process invoices and manage petty cash transactions in alignment with VOA-GNY fiscal guidelines.


• Track supply inventory, initiate supply orders, and maintain organized electronic filing systems.


• Support recruitment activities, including outreach, scheduling information sessions, and distributing program materials.


• Assist prospective participants during intake by guiding them through required forms and electronic documentation. Conduct reminder calls, follow-ups, and appointment confirmations for applicants and new enrollees.


• Maintain intake paperwork and records in accordance with funder and agency standards.


• Support internal communications by distributing announcements, updating calendars, and coordinating program events.


• Collaborate with program staff to ensure smooth workflow and timely completion of administrative tasks.


• Perform related tasks as assigned including but not limited to providing logistical support for program events, guest speakers, and special projects.

We are committed to offering our employees an exceptional comprehensive benefits package that supports their health, well-being, and personal growth. Full‑time employees enjoy:

• Medical, Dental, & Vision Coverage


• Prescription Coverage


• Life Insurance


• Retirement Plan


• Tuition Reimbursement


• Paid Time Off, including a Paid Birthday Holiday

And much more!