Program Associate

Opportunities for a Better Tomorrow; New York (NY); On-site; USD 45,000 - 50,000; Full time

Job summary

Opportunities for a Better Tomorrow is seeking a Program Associate in New York to manage office operations and provide comprehensive administrative support to the program. You will handle front desk duties, welcome guests, route calls, manage mail, and assist with intake paperwork and data entry in PTS and Salesforce.

Responsibilities include coordinating program events, maintaining spaces, tracking inquiries, and preparing reports.

Qualifications

• High school diploma or HSE required; bachelor’s degree preferred.
• Experience working with young adults in educational or learning environments.
• Proficiency in Microsoft Office Suite required.

Responsibilities

• Strategize and implement processes to ensure daily program site functioning.
• Manage and coordinate use of all office spaces and events for program teams and partners.
• Front desk duties: answer phones, route calls, take messages, greet visitors.
• Maintain lobby, front desk, and shared spaces; stock supplies and keep tidy.
• Track walk-ins, inquiries, and intake requests; pre-screen program services.
• Provide intake and enrollment support; collect eligibility documents.
• Data entry in PTS and Salesforce; update services, attendance, and notes.
• Prepare and distribute mail; create letters, labels, and reports.
• Monitor postage and office equipment supplies.

Skills

Answering phones

Multitasking

Data entry

Customer service

Office administration

Bilingual English/Spanish

Education

High school diploma or HSE

Bachelor's degree preferred

Tools

PTS database

Salesforce

Microsoft Office Suite

Job description

The Program Associate manages all office operations and provides administrative support to the program. Activities include answering the phone and routing calls to staff, welcoming guests, managing incoming and outgoing mail, completing intake paperwork with new participants, and completing data entry, as necessary.

Essential Job Functions and Responsibilities:

• Strategize and implement processes and procedures to ensure the daily functioning of the program site.
• Manage and maintain the use of all spaces in the office, including the scheduling and coordination of program events for program teams and agency partners
• Assume all front desk duties including answering phones, routing calls, and taking messages.
• Meet and greet all visitors and direct them to appropriate staff or office space.
• Manage use of lobby, front desk area, hallways, closets, kitchen, and shared spaces, keeping them clean and free of clutter, as well as stocked with necessary supplies.
• Maintain system for tracking walk-ins, phone, web, and other inquiries, as appropriate
• Pre-screen requests for program services and follow-up with the appropriate team in a timely manner
• Provide administrative support for program intake and enrollment, including completing participant applications and collecting eligibility documents
• Manage data entry in databases on PTS and Salesforce, including adding participants, updating services and attendance, and entering case notes
• Prepare and distribute incoming and outgoing mail including FedEx or UPS packages.
• Create letters, labels, and reports as requested.
• Monitor postage and Xerox machines to ensure adequate supplies

Knowledge, Skills and Abilities:

• Ability to complete assigned tasks and projects in a timely and efficient manner.
• Ability to answer telephone and greet visitors in a courteous and professional manner.
• Demonstration of a working knowledge of all OBT programs and the ability to communicate this information effectively to the public.
• Ability to multitask.
• Ability to complete data entry accurately
• Ability to maintain office supply inventory ensuring sufficient supplies are available.
• Bi-lingual English/Spanish preferred.
• Ability to maintain a high degree of discretion when dealing with confidential information.

Education and Experience/Training:

• High school diploma or HSE required, bachelor’s degree preferred
• Experience working with young adults in an educational or learning environment
• Proficiency in Microsoft Office Suite required.

Salary Range $45,000 - $50,000