Executive Admin Assistant – Nonprofit (Albany)

St Catherine S Center For Children; City of Albany (NY); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Pension Plan

403(b) Retirement Savings

Public Service Loan Forgiveness (PSLF)

Health Insurance

Tuition Assistance

Paid Certifications & Training

Career Advancement

Job summary

St. Catherine's Center for Children in Albany, NY, is seeking an Administrative Assistant, Agency to support central administration and the Michael's House program. The role entails front desk duties, calendar management, records handling, and coordination with executives, while ensuring confidentiality and HIPAA compliance.

The position is full-time, non-exempt, with a Monday–Friday schedule. Salary ranges from $21.00 to $23.00 per hour, with benefits and growth opportunities in a

Qualifications

• Associates Degree; will consider High School Diploma or equivalent (GED/TASC) with equivalent workforce experience.
• Possess excellent organizational, planning, and time-management skills to effectively prioritize and carry out varied job tasks in a timely manner.
• Outstanding written and verbal communication and strong interpersonal skills, with the ability to demonstrate empathy and patience.
• Data entry experience with a keen attention to detail.
• Proficiency in essential computer applications, specifically Microsoft Office Suite and Google Workspace.
• Experience with AWARDS is a plus!
• Ability to function well in a high-paced, busy office environment.
• Must be able to lift 20-25 pounds.
• Discretion, confidentiality and professional boundaries are essential.
• Good judgment when assisting clients and remaining calm under pressure.
• Self-motivation to work independently and as part of a team.
• Patience, flexibility and adaptability with daily changes.

Responsibilities

• Answer multi-line telephone system; direct calls to staff and be the first contact for the Agency.
• Greet visitors and coordinate appointments per agency protocols.
• Receive subpoenas and follow procedures.
• Maintain calendars and schedules for staff.
• Sort and distribute mail and packages; manage postage and mailroom operations.
• Monitor and maintain office equipment; report repairs.
• Enter work orders in AWARDS as needed.
• Provide administrative support to executives and designees, including filing, records retrieval, and digital storage.
• Provide requested records to courts or individuals per procedures and HIPAA.
• Order administrative supplies with guidance from Purchasing.
• Assist program staff with retrieving and securing donated items.
• Maintain tracking sheets; coordinate conference room reservations and lunch menus.
• Scan and digitize client files and ensure proper electronic storage.

Skills

Organizational skills

Time management

Communication skills

Data entry

Microsoft Office

Google Workspace

AWARDS experience

Lifting capability

Discretion and confidentiality

Education

Associate degree

High school diploma or GED/TASC

Tools

Microsoft Office Suite

Google Workspace

AWARDS

Job description

St. Catherine's Center for Children in Albany, NY, is seeking an Administrative Assistant, Agency to support central administration and the Michael's House program. The role entails front desk duties, calendar management, records handling, and coordination with executives, while ensuring confidentiality and HIPAA compliance.

The position is full-time, non-exempt, with a Monday–Friday schedule. Salary ranges from $21.00 to $23.00 per hour, with benefits and growth opportunities in a