Administrative Assistant/Program Support

Volunteers of America-Greater New York; New York (NY); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Medical, Dental, & Vision Coverage

Prescription Coverage

Life Insurance

Retirement Plan

Tuition Reimbursement

Paid Time Off, including a Paid Birthday Holiday

Job summary

Volunteers of America–Greater New York is looking for an Administrative Assistant to provide comprehensive support for the YouthBuild program. This role involves client intake, program documentation, and outreach while ensuring compliance with documentation requirements.

The ideal candidate will have an associate degree or high school diploma with relevant experience, strong communication skills, and the ability to manage multiple administrative tasks. Benefits include medical coverage and tuition reimbursement.

Qualifications

• Three years of relevant experience in administrative support and social services.
• Ability to maintain strict confidentiality of participant and program information.

Responsibilities

• Greet students, visitors, and partners in a welcoming manner.
• Answer and route phone calls professionally.
• Maintain attendance systems and daily tracking tools.
• Prepare rooms for workshops and daily programming.
• Support the Program Director with administrative tasks.
• Assist prospective participants during intake.
• Collaborate with program staff for timely completion of tasks.

Skills

Excellent verbal and written communication skills

Intermediate computer skills

Ability to work independently

Collaborative skills

Education

Associate degree or High School Diploma

Job description

Volunteers of America–Greater New York (VOA–Greater New York) is a leading anti-poverty organization serving neighbors in need across New York City, Northern New Jersey, and Westchester. Through 70+ programs, we support over 35,000 adults and children each year, including individuals experiencing homelessness, survivors of domestic violence, youth aging out of foster care, veterans, seniors, and children with developmental delays.

Our staff are at the heart of this work, creating meaningful change every day. If you’re passionate about making a difference and joining a mission-driven team, we invite you to explore this opportunity.

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.

Benefits

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

To learn more about our staff, culture and much more, visit: https://www.voa-gny.org/our-staff-and-culture/

VOA-Greater New York is an Equal Opportunity Employer/Vets/Disabled/Other Protected Categories. Apply today!