Program & Office Support Specialist

YAI; New York (NY); On-site; USD 33,000 - 39,000; Full time

Job summary

YAI seeks an Administrative Assistant to support an assigned location with clerical duties, meeting coordination, and multi-department liaison tasks. This role involves handling inquiries by phone, email, or in person, and ensuring documentation is properly entered and stored in company systems.

You will contribute to scheduling, filing, and data maintenance across electronic systems, while supporting travel arrangements and logistics for site operations.

Qualifications

• High School diploma or equivalent required.
• One year of administrative support experience or related duties.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Strong time management and organizational skills.
• Ability to learn and use electronic systems and files (Workday, Digital Agency, OPWDD, Salesforce).
• Excellent interpersonal and customer service skills; ability to communicate clearly.
• Willingness to travel regionally and report on-site regularly.
• Physical ability to lift up to 25 pounds as needed.

Responsibilities

• Answer and screen phone calls professionally and direct inquiries.
• Coordinate and schedule meetings, secure rooms, and prepare agendas or minutes.
• Liaise with internal departments and external stakeholders for location/program needs.
• Process mail, packages, and supplies; manage repository of documents.
• Perform data entry and maintain referral-related data in electronic systems.
• Assist with development of systems to improve administrative processes.
• Support with program attendance tracking and reporting as needed.
• May assist with transportation coordination for site activities.

Skills

Excellent time management

Interpersonal skills

Organizational skills

Ability to prioritize tasks

Education

High School diploma or equivalent

Tools

Microsoft Office

Word

Excel

Outlook

Workday

Digital Agency

Salesforce

Job description

YAI seeks an Administrative Assistant to support an assigned location with clerical duties, meeting coordination, and multi-department liaison tasks. This role involves handling inquiries by phone, email, or in person, and ensuring documentation is properly entered and stored in company systems.

You will contribute to scheduling, filing, and data maintenance across electronic systems, while supporting travel arrangements and logistics for site operations.