Administrative Assistant/Program Support

Volunteers of American Greater New York•New York, NY

1d•Onsite

About The Position

The Administrative Assistant is responsible for comprehensive administrative and support functions for the YouthBuild program, facilitating client intake, program documentation, outreach efforts, and ensuring compliance with all funder documentation and reporting requirements while maintaining strict confidentiality of participant and program information.

Requirements

Associate degree (or 60 college credits) or High School Diploma plus three years’ relevant experience in administrative support and social services or related field
Excellent verbal and written communication skills
Intermediate computer skills
Ability to work independently and collaboratively
Ability to take initiative

Responsibilities

Greet students, visitors, and partners, ensuring a welcoming, student-centered atmosphere.
Answer and route phone calls; respond to general inquiries in a timely and professional manner.
Maintain participant attendance systems, sign-in logs, and daily tracking tools.
Ensure reception, lobby, and classroom areas are clean, organized, and ready for daily operations.
Assist staff in preparing classrooms and meeting spaces for workshops and daily programming to include coordinating room reservations, equipment needs, and technology set-up.
Provide administrative support to the Program Director, including scheduling meetings, preparing agendas, and taking meeting minutes.
Prepare correspondence, reports, and basic program documents as needed.
Process invoices and manage petty cash transactions in alignment with VOA-GNY fiscal guidelines.
Track supply inventory, initiate supply orders, and maintain organized electronic filing systems.
Support recruitment activities, including outreach, scheduling information sessions, and distributing program materials.
Assist prospective participants during intake by guiding them through required forms and electronic documentation.
Conduct reminder calls, follow-ups, and appointment confirmations for applicants and new enrollees.
Maintain intake paperwork and records in accordance with funder and agency standards.
Support internal communications by distributing announcements, updating calendars, and coordinating program events.
Collaborate with program staff to ensure smooth workflow and timely completion of administrative tasks.
Perform related tasks as assigned including but not limited to providing logistical support for program events, guest speakers, and special projects.