Administrative Assistant/Program Support

Volunteers of American Greater New York•New York, NY

1d•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative and support functions for the YouthBuild program. The role facilitates client intake, program documentation, and outreach, and helps ensure compliance with funder documentation and reporting requirements while maintaining strict confidentiality of participant and program information. The position is located in New York, NY 10032.

Requirements

Associate degree or 60 college credits, or a high school diploma plus three years of relevant experience in administrative support and social services or a related field.
Excellent verbal and written communication skills.
Intermediate computer skills.
Ability to work independently and collaboratively and to take initiative.

Responsibilities

Greet students, visitors, and partners and foster a welcoming, student-centered atmosphere.
Answer and route phone calls and respond to general inquiries promptly and professionally.
Maintain participant attendance systems, sign-in logs, and daily tracking tools.
Keep reception, lobby, and classroom areas clean, organized, and ready for daily operations.
Help prepare classrooms and meeting spaces for workshops and daily programming, including coordinating room reservations, equipment needs, and technology setup.
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 according to 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 with 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 support smooth workflow and timely completion of administrative tasks.
Provide logistical support for program events, guest speakers, and special projects, and perform other related tasks as assigned.