Administrative Operations Assistant (Non-Profit) - Manhattan

AHRC NYC•Manhattan, NY

1d•Onsite

About The Position

AHRC NYC is seeking an Administrative Operations Assistant for its Real Property division. Under general supervision, the position supports a department head or department by overseeing administrative activities and serving as a liaison between management, the main office or hub, and program sites. The role provides general office and operational support, prepares reports and correspondence, responds to information requests, processes forms and requisitions, maintains databases and records, and may oversee clerical staff. The position is based in Manhattan and is in-office, Monday through Friday, 9:00 a.m. to 5:00 p.m., for 35 hours per week. Compensation is $45,000–$50,000 per year, plus a comprehensive benefits package.

Requirements

High school diploma or GED plus 5 years of related work experience; an associate or bachelor’s degree plus 2–3 years of related experience; or an equivalent combination of education and experience.
Intermediate computer skills, including Microsoft Word, Excel, and Outlook.
Ability to learn and use agency-specific computer databases, such as UltiPro, Workplace, and Great Plains.
Excellent organizational and coordination skills, with the ability to manage multiple tasks simultaneously.
Independent judgment and problem-solving abilities.
Excellent interpersonal and communication skills, including the ability to communicate effectively and tactfully in verbal and written forms.
Ability to establish and maintain effective working relationships with people contacted in performing required duties.
Ability to input information into databases, create reports and spreadsheets, and process invoices.
Experience interacting with senior management, staff, individuals with intellectual and developmental disabilities, and their families.

Nice To Haves

Experience working in a non-traditional workplace, such as one serving individuals with developmental disabilities.

Responsibilities

Supervise and coordinate administrative staff activities for a department hub, region, or program site, and serve as a liaison between management, the main office or hub, and program sites.
Compile, record, and verify department, program, attendance, personnel, and payroll data; prepare and update reports and spreadsheets.
Track the maintenance team using the FMX system and report on maintenance activity.
Track invoices for maintenance work at program sites; prepare maintenance contracts; and update fire alarm, sprinkler inspection, and vendor lists.
Track open projects and fleet vehicles and drivers, including maintenance, inspections, EZ Pass, and violations or tickets.
Use independent judgment to handle routine matters that do not require the manager’s immediate attention.
Perform financial, budget, and contract tasks, including preparing and processing invoices in Workplace, crosschecking invoices against FMX tickets and contracts, reconciling invoices, petty cash, and credit card transactions, and preparing financial and administrative reports.
Ensure financial, statistical, and billing information is compiled and submitted on time.
Draft correspondence; create forms and spreadsheets; open and distribute mail; order supplies; schedule appointments; maintain calendars; greet visitors; screen phone calls; organize and maintain paper and electronic files; and respond to information requests.