Administrative Assistant (Food & Nutrition/OAC)
About The Position
The Administrative Assistant supports the Food and Nutrition Department/OAC and the Program Manager and HDM Manager with administrative tasks, compliance, policies, procedures, and department goals. The role works daily with staff, clients, and volunteers, providing customer service and maintaining positive internal and external relationships. The position is based at a senior center in Manhattan and is full time, Monday through Friday, 7:30 a.m. to 3:30 p.m. Some holidays are required, including Thanksgiving and Christmas Day. The Assistant supports invoice processing and monthly expenditure reporting, volunteer orientation and hospitality, supply inventory, and the preparation and updating of documents. The role also maintains client information, gathers feedback, supports congregate meal service and other program activities, registers members and enters service units in Vive and other databases, and provides friendly visits and telephone reassurance calls to homebound seniors.
Requirements
- High school diploma.
- At least 2 years of working experience.
- Excellent organizational skills and ability to work independently and proactively.
- Proficiency in basic filing principles and standard correspondence formats.
- Ability to manage a wide array of tasks and thrive in a fast-paced work environment.
- Experience in problem-solving, conflict resolution, customer service, and demonstrating empathy.
- Excellent verbal and written communication skills; fluent in English, including speaking, reading, and writing.
- Ability to take direction, lead and motivate others, and creatively problem-solve.
- Strong interpersonal, customer service, organizational, and planning skills, including as applied to volunteerism.
- High proficiency in Microsoft Office and Google Suite applications.
- Computer proficiency and superior keyboarding skills.
Nice To Haves
- Spanish speaking is a plus.
- Experience with and interest in working with a diverse group of staff and volunteers.
Responsibilities
- Support the OAC Program Manager and HDM Manager in their functions and responsibilities to achieve department goals.
- Organize, review, and submit HDM and OAC invoices and maintain a monthly expenditures report for the Program Manager.
- Help ensure a high-quality volunteer experience by greeting volunteers, providing hospitality, troubleshooting issues, and delivering orientations to groups of varying sizes and backgrounds.
- Monitor office and program supply inventory for HDM and OAC, verify package receipt, and stock supplies.
- Prepare and update documents to communicate information promptly and meet compliance requirements and contractual goals.
- Maintain client information, gather and record client feedback, assess service quality, and relay client concerns to appropriate senior staff.
- Assist with facilitating program activities, including congregate meal service.
- Maintain confidentiality of participant information.
- Register new members into Vive and perform monthly updates on active members.
- Provide friendly visits and telephone reassurance calls to homebound seniors.
- Enter service units into Vive and other required databases.
- Work on Thanksgiving and Christmas Day.
- Perform other duties as required.
Benefits
- Medical, dental, and vision insurance
- Life insurance
- Commuter benefits
- Employee Assistance Program (EAP)
- Flexible Spending Accounts
- 403B Thrift Retirement Plan
- 12 annual sick days
- 12 agency holidays
- 20 days or 4 weeks of paid time off, with an additional 5 days after 5 years of employment
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
