Admin Assistant (Program)

Urban Pathways, Inc. • New York, NY

27d • $30,940 - $39,312 • Hybrid

About The Position

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.

Requirements

• High School Diploma, GED or equivalent required.
• Strong written and verbal communication skills.
• Strong computer skills and knowledge of Microsoft Office (e.g.Word, Outlook, Excel, etc.).
• The ability to travel using public transportation to and from various programs sites and other locations.
• Ability to sit, stand, walk, bend, stoop, push, pull, lift (up to 25 lbs.), type, write, read, speak, see, and hear.

Nice To Haves

• Bachelor’s degree preferred.
• Administrative experience a plus.
• Experience with homeless, individuals with mental health condition and substance abuse population preferred.
• Foreign language isa plus.

Responsibilities

• Prepares, maintains, and submits all purchase orders, check requests, and expense reports to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Ensures accountability in the purchasing of supplies and keeps expenditures within budgetary limitations.
• Orders and maintains inventory of all program supplies and equipment.
• Maintains accurate record-keeping of all client data, personnel files, purchase orders, and inventory.
• Administers petty cash, MetroCard and other funds for the program in accordance with Urban Pathways policies and procedures.
• Assists the Program Director and/or Director of Social Services to prepare client financial transactions (e.g. rent collection, client banking, billing etc.) for submission to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines.
• Ensures telephone equipment, fax machine, telephone monitoring equipment, and copying machine are in working order. Serves as the program’s liaison with the organization’s IT company to troubleshoot and resolve computer issues as needed. Reports any malfunction of office equipment to the Program Director/Director of Operations and arranges for vendor services and/or repair.
• Coordinates organizational and program activities including special events, as needed.
• Sorts, distributes and maintains daily log of all incoming and outgoing mail as indicated in Urban Pathways policies and procedures.
• Prepares reports, correspondence, memos, etc., for the senior program personnel.
• Prepares and maintains minutes of staff and other meetings as assigned.
• Maintains the monthly activities calendar and weekly staffing schedules, including Program Director appointments.
• Manages and distributes staff paychecks.
• Develops and maintains relationships with community services and resources.
• Communicates verbally and in writing in a professional manner at all times.
• Attends staff meetings, trainings, and supervisory sessions as required.
• Responds to all communications including telephone, email and other oral and written inquiries in a timely manner
• Performs all other duties as assigned and as required.

Benefits

• Medical, dental, and vision insurance plans
• A 403(b) plan and a 401(a) with employer annual contribution
• Generous paid time off, including vacation, holidays, and personal days.
• Opportunities for continuous learning and professional development
• Flexible work arrangements
• Employee wellness programs, including fitness initiatives and mental health support.
• Employee Assistance Program (EAP)
• Recognition programs to celebrate and reward outstanding contributions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED