Program Associate

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

Job summary

Opportunities for a Better Tomorrow, Inc. is seeking a Program Associate to manage office operations and provide administrative support to the program in New York.

The role includes answering phones, welcoming guests, handling mail, and assisting with intake and data entry in PTS and Salesforce. Responsibilities involve coordinating events, maintaining spaces, and ensuring documentation is complete and accurate.

Qualifications

• 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.
• Ability to manage multiple tasks and meet deadlines.
• Bilingual English/Spanish preferred.
• Strong discretion with confidential information.

Responsibilities

• Answer phones, route calls, and greet guests.
• Manage mail and packages; prepare letters and reports.
• Coordinate program events and space usage.
• Assist with intake, enrollment, and eligibility documentation.
• Data entry into PTS and Salesforce; maintain attendance records.
• Maintain office supplies and space cleanliness.
• Prescreen requests for program services and follow up.

Skills

Multitask

Office communication

Confidentiality

Bilingual EN/ES

MS Office

Data entry

Visitor greeting

Education

High school diploma or HSE

Bachelor’s degree preferred

Tools

MS Office

Salesforce

PTS database

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.
• Monitorpostage 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