Administrative Assistant

FORTUNE SOCIETY INC • New York, NY

44d • $25 - $27

About The Position

Under the supervision of the Senior Director, Workforce Development, the Administrative Assistant (AA) will be responsible for providing administrative support for the day to day operations and staff. The AA will directly support the Senior Director and the Employment Services department. The AA is responsible for a wide range of administrative tasks designed to ensure the program's smooth operation. These tasks include scheduling, correspondence, document management, logistics coordination for program activities, compliance maintenance, procurement, inventory management and financial record-keeping. Mission and Fit Embodies Fortune’s mission and values and will be an effective member of the team in furthering both. The candidate should exhibit compassion and understanding for our participants (wherever they are in their re-entry process) and embrace Fortune’s core value that none of us should be measured against the worst things we have done. Attention to Detail The AA must demonstrate competency to develop systems and processes to organize and keep track of information or work progress; is routinely conscientious, thorough, accurate and reliable when performing and completing job tasks; and recognizes trends, detects inconsistencies, and determines essential details. Ability to multi-task is preferable. Adaptability and Flexibility The AA will be adaptable, enabling them to navigate changes and challenges seamlessly in a fast-paced work environment. They will also be flexible, adjusting to new situations, tasks, or responsibilities as they arise. Collaboration The AA must collaborate and coordinate with other administrative team members and management to ensure smooth operations for program areas. Additionally, the AA will need to collaborate with other Transitional Services’ and Employment Services colleagues to effectively support the team and complete administrative tasks are completed timely as required.

Requirements

• High school diploma or equivalent required
• 1 – 2 years of relevant experience working as a coordinator or administrative assistant for senior level staff
• Prior experience working in public health, human services, criminal justice, sociology or related field preferred
• Strong customer service skills to support with interactions with colleagues, stakeholders and participants
• Strong attention to detail, project management skills, problem solving skills and ability to appropriately set priorities and exercise independent judgement
• Strong proficiency in Microsoft Office Suite applications, including Excel, PowerPoint, Outlook and Office 365
• Strong time management and organizational skills
• Ability to work independently and on a team
• Must have initiative and be willing to work in a fast-paced environment with varying demands
• Must be highly motivated and have excellent oral and written communication skills
• Experience and/or desire to work with a culturally diverse population
• We seek talented, dedicated individuals from all walks of life who possess a strong commitment to this mission. Relevant personal experience is a plus

Nice To Haves

• Associate’s degree from and accredited college or university in social work, psychology, counseling, human services or education preferred
• Bilingual (English/Spanish) preferred

Responsibilities

• Organize and schedule meetings and appointments, taking detailed meeting minutes and sharing them with the team within 24 hours
• Prepare office and meeting space for meetings and special events, including assisting with set up of technology for meetings and phone calls (set up virtual meetings, projectors, etc.)
• Ensure daily office operations are coordinated, including answering telephone and in-person inquiries about Fortune’s programs
• Be key point of contact between management, administrative, and direct services staff
• Forward correspondence to staff and other managers regarding upcoming deadlines
• Assist in the preparation of regularly scheduled reports
• Write and distribute emails, correspondence memos, letters, faxes and forms
• Assist with keeping track of audit dates and outcomes
• Order office supplies and create requisitions, process supply orders and maintain supply inventory
• Assist with coordinating staff trainings and orientation
• Prepare billing invoices for vendors and submit check requests, entering all check request and invoice tracking in SharePoint to support with budget management
• Maintain filing systems
• Coordinate travel arrangement for the Education and Employment Services team
• Attend and participate in meetings, conferences and trainings
• Other duties as assigned

What This Job Offers

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