Administrative Assistant — Senior Programs & Coordination

Selfhelp; New York (NY); On-site; USD 29,000 - 32,000; Full time

Job summary

Selfhelp is seeking an Administrative Assistant to perform a range of clerical and program support tasks in a busy office in New York. You will answer calls, handle mail, manage supplies, maintain records, and assist with reports and client mailing lists.

The role requires proficiency with Word, Excel and PowerPoint, strong communication and organizational skills, and the ability to multitask while prioritizing responsibilities for seniors in care and social programs.

Qualifications

• Associate’s degree (A.A.) or two-years of college or technical school.
• Two years related experience or equivalent combination of education and experiennce.
• Experience in working with seniors preferred.
• Computer knowledge is a must. Must be proficient in Word, XL and PowerPoint.
• Problem solving abilities while multi-tasking; ability to exercise sound judgment.
• Excellent verbal and written communication skills.
• Excellent customer service and organizational skills.

Responsibilities

• Answers and screens telephone calls; provides basic information to callers and routes calls to appropriate staff.
• Receives incoming mail and routes to appropriate staff. Prepares outgoing mail and ensures proper delivery.
• Maintains inventory and orders office supplies as needed. Works with Facilities Management Department to ensure that proper inventory control and ordering protocols are followed.
• Maintains departmental filing systems. Files correspondence and other records.
• Maintains and updates client mailing list; creates labels and facilitates mailings to clients and others.
• Assists in the preparation of monthly service summary and statistical reports, and other required documentation, according to departmental standards.
• Greets visitors, ascertains nature of business, and directs visitors to appropriate staff member.
• Assists with Department/Division with submission of check requests and invoices, including staff reimbursement for travel expenses.
• Makes copies of correspondence or other printed material, scans documents and transmits faxes related to department activities.
• Assists with data entry in electronic client record keeping system.
• Prepares confidential reports, correspondence and other materials for Department/Division director.
• Assists with coordination of client transportation to social programs and events.
• Performs other related duties as required or assigned.
• Adheres to organization’s standards by completing annual mandatory trainings in a timely manner on topics including – but not limited to – Sexual Harassment Prevention Training, IT Security Awareness, Compliance, OSHA, HIPAA and any other training the organization may deem necessary in regards to regulatory compliance or good business practices.
• Adheres to the organization’s policy in regards to absenteeism and appearance

Skills

Communication

Customer service

Organizational skills

Problem solving

Multitasking

Education

Associate’s degree or two-year college

Tools

Word

Excel

PowerPoint

Job description

Selfhelp is seeking an Administrative Assistant to perform a range of clerical and program support tasks in a busy office in New York. You will answer calls, handle mail, manage supplies, maintain records, and assist with reports and client mailing lists.

The role requires proficiency with Word, Excel and PowerPoint, strong communication and organizational skills, and the ability to multitask while prioritizing responsibilities for seniors in care and social programs.