Administrative Assistant to DED

Urban Pathways, Inc.; New York (NY); Hybrid; USD 38,000 - 51,000; Full time

Job summary

Urban Pathways, Inc. in New York, NY, seeks an Administrative Assistant to the Deputy Executive Directors.

Reporting to the DEDs, the AA provides administrative and clerical support, coordinates outreach reporting, scheduling, and organizes program leadership meetings while supporting program staff and front desk duties. Requirements include a high school diploma or GED, administrative experience, and proficiency with Google Suite and Microsoft 365.

Qualifications

• High School Diploma or equivalent required; Bachelor’s degree preferred.
• Administrative and clerical experience required.
• Experience with homeless program sector and populations is a plus.
• Proficiency in Google Suite & Microsoft 365, Videoconference, and online tools.
• Excellent written and verbal communication; ability to work in a team and independently.

Responsibilities

• Provides administrative support to the Deputy Executive Directors and acts as liaison to all programs under the DED’s supervision.
• Prepares and submits all purchase orders, check requests, and expense reports for review and approval.
• Manages program leadership meeting logistics including agendas, attendance, and minutes.
• Coordinates training and practical support for new program Administrative Assistants.
• Provides front desk coverage and general administrative support as needed.

Skills

Communication skills

Interpersonal skills

Teamwork

Independent work

Education

High School Diploma or equivalent

Bachelor’s degree preferred

Tools

Google Suite

Microsoft 365

Videoconference

Job description

Regular Full Time Administration, New York, NY, US

Salary Range: $37,971.49 To $51,261.54 Annually

Hybrid: In-Person and Virtual

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.

Job Summary

Reporting to the Deputy Executive Directors (DED), the Administrative Assistant (AA) to the Deputy Executive Directors will provide administrative and clerical support including, Outreach program reporting, scheduling, and organizing program leadership and other meetings, and managing special projects as assigned. The AA supports the program Administrative Assistants and facilitates communication between program and the Administration office; and provides general administrative support including front desk coverage at the Organization’s administration office as assigned.

Key Responsibilities & Essential Functions

Program/Facilities

• Provides administrative support to the Deputy Executive Directors and acts as a liaison to all programs under the DED’s supervision.
• Prepares, maintains, and submits all purchase orders, check requests, and expense reports to the DED’s for their review and approval prior to submitting to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Works closely with the Deputy Executive Directors in the areas of vehicle billing, insurance, registration, inspection, EZ Pass, E permits, and repairs for all Organization vehicles. Receives and distributes tickets/violations to appropriate DED and Program Director and Director of Operations, and monitors payment of the tickets/violations.
• Trains and supports new program Administrative Assistants in the Finance portal, purchasing, payment of expenses, petty cash, and ensures that Administrative Assistants are aware of and trained in operational changes. Assists program Administrative Assistants in problem solving and special projects.
• Coordinates Program Leadership Meetings including preparation and dissemination of agendas, meeting attendance and meeting minutes.
• Provides coverage of the Administration office reception desk as needed.

Administrative

• Prepares reports, correspondence, memos, etc., for the Deputy Executive Directors and programs as assigned.
• Prepares and maintains minutes of Leadership and other meetings as assigned.

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

• High School Diploma, GED/TASC or equivalent required. Bachelor’s degree preferred.
• Administrative and clerical experience required.
• Experience with homeless program sector, persons experiencing mental illness, and the substance use population preferred.
• 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 programs sites.