Administrative & Communications Assistant

THE URBAN HEALTH COLLABORATIVE•Plainfield, NJ

1d•$35,000 - $50,000•Hybrid

About The Position

The Urban Health Collaborative (TUHC) is seeking an organized, dependable, and detail-oriented Administrative Assistant to support the day-to-day administrative and operational needs of the organization. The Administrative Assistant will work closely with the Executive Director and staff to help maintain efficient office systems, communication, scheduling, records, and program support. This position will assist with general office administration, calendars and meetings, correspondence, databases, document preparation, supplies, and communication with staff, volunteers, community partners, and members of the public. The Administrative Assistant will also provide support for TUHC programs, events, and special projects as needed. The ideal candidate is professional, responsive, comfortable handling multiple priorities, and able to maintain confidentiality while supporting a community-based nonprofit organization. This position is an excellent opportunity for an individual interested in administration, communications, nonprofit operations, public health, or community-based work. The Administrative/Communications Assistant will gain hands-on experience supporting day-to-day office operations, internal and external communications, scheduling, recordkeeping, outreach, and program coordination. The role will also provide opportunities to work with staff, community partners, and organizational leadership while helping strengthen TUHC’s communication, organization, and overall effectiveness.

Requirements

High school diploma or equivalent required.
Strong organizational, time-management, and attention-to-detail skills.
Strong written, verbal, and interpersonal communication skills.
Ability to manage multiple assignments, prioritize responsibilities, and meet deadlines.
Ability to follow instructions, ask questions when needed, and work collaboratively with staff.
Professional and respectful communication with community members and organizational partners.
Proficiency with Microsoft Office Suite and Google Workspace.
Comfort learning organizational databases, scheduling systems, and other technology platforms.
Ability to maintain confidentiality and exercise good judgment when handling sensitive information.
Dependable, self-motivated, and able to work both independently and as part of a team.

Nice To Haves

Associate or bachelor’s degree in business administration, Nonprofit Management, Public Health, Communications, Human Services, or a related field preferred.
Previous administrative, office, customer service, nonprofit, healthcare, education, or community-based experience is preferred.
Experience supporting multiple staff members, programs, or projects is a plus.
Bilingual candidates, particularly those proficient in English and Spanish, are encouraged to apply.
Experience working in a nonprofit, public health, education, social service, or community-based organization is preferred.
Experience with Canva, Adobe, Slack, Monday.com, or similar communication and project-management platforms is a plus.
Familiarity with Central New Jersey communities and community-based organizations is a plus.

Responsibilities

Provide general administrative and clerical support to the Executive Director and staff.
Assist with answering and responding to routine phone calls, emails, messages, and general inquiries.
Prepare, format, organize, and maintain letters, forms, reports, spreadsheets, presentations, and other organizational documents.
Maintain organized electronic and physical files and help ensure records are accurate and easy to locate.
Assist with office supply tracking, ordering, inventory, mailings, copying, scanning, and other routine office needs.
Support special projects and other administrative tasks assigned.
Assist with maintaining organizational calendars, appointments, program schedules, and important deadlines.
Help schedule internal meetings, partner meetings, interviews, trainings, and other organizational activities.
Prepare meeting materials, agendas, sign-in sheets, and related documents when requested.
Take meeting notes or minutes and help organize follow-up items when needed.
Send meeting reminders, confirmations, and routine follow-up communications.
Enter and update information in organizational databases, contact lists, spreadsheets, and tracking systems.
Maintain accurate records for community partners, volunteers, donors, program participants, and other organizational contacts assigned.
Assist with organizing documentation needed for programs, grants, reports, reimbursements, and internal records.
Help collect and organize data and supporting documents for staff reporting and program needs.
Maintain confidentiality when handling participant, personnel, financial, or other sensitive organizational information.
Assist staff with administrative preparation for community programs, workshops, food distributions, meetings, and special events.
Help prepare registration materials, attendance lists, informational packets, supplies, and other event documents.
Support volunteer and intern coordination by sharing schedules, instructions, forms, and routine communications as directed by staff.
Assist with event setup, check-in, documentation, and follow-up when needed.
Communicate professionally with community members, partner organizations, vendors, and volunteers.