Front Desk Receptionist/Administrative Assistant

Union Settlement Association•New York, NY

11d•Onsite

About The Position

Union Settlement is seeking a welcoming, organized, and service-oriented Front Desk Receptionist and Administrative Assistant to support daily operations at the Washington House Community Center. The position serves as the first point of contact for youth, families, community residents, program participants, staff, visitors, and external partners, and helps maintain a safe, professional, accessible, and welcoming environment. The role manages reception and visitor check-in, responds to general inquiries, supports administrative functions, maintains accurate records, and assists with coordinating Center activities. The position is in the Youth Development and Opportunity / Aging Health & Wellness Services department, reports to the Executive Director of YDO, and is based at Washington House Community Center. It is 30 hours per week, pays $18 per hour, and is classified as non-exempt.

Requirements

High school diploma or equivalent required.
Strong verbal and written communication skills.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel, and ability to learn organizational databases and electronic recordkeeping systems.
Strong organizational skills, attention to detail, and ability to manage multiple responsibilities.
Professionalism, reliability, punctuality, and sound judgment.
Ability to interact effectively with youth, families, community residents, colleagues, and external partners.
Ability to maintain confidentiality and handle sensitive information appropriately.
Ability to follow established safety procedures, visitor protocols, and organizational policies.
Commitment to Union Settlement’s mission and to providing respectful, equitable, and responsive service to the East Harlem community.

Nice To Haves

Additional administrative training or college coursework preferred.
One to two years of experience in reception, customer service, administrative support, office operations, or a related position preferred.
Experience in a community-based organization, school, youth program, nonprofit agency, or public-facing service environment is an asset.

Responsibilities

Serve as the primary point of contact for people entering the Washington House Community Center; greet visitors courteously and professionally.
Monitor the entrance and follow visitor sign-in, identification verification, check-in, building access, and emergency response procedures.
Direct visitors to appropriate programs, departments, staff, or meeting spaces; maintain visitor logs and ensure sign-in and sign-out procedures are followed.
Communicate with program staff about appointments, expected visitors, deliveries, and participant arrivals, while maintaining an attentive front desk presence.
Answer and direct telephone calls, respond to general inquiries, and take accurate messages.
Monitor and distribute incoming mail, packages, deliveries, and correspondence.
Prepare or support sign-in sheets, attendance logs, meeting materials, calendars, and program documents; maintain organized administrative records.
Assist with appointment scheduling, meeting-space reservations, and general office needs; provide administrative support to the Site Director, program leadership, and designated staff.
Provide courteous, respectful, culturally responsive service; answer general questions about Center operations, schedules, activities, and services, and connect community members with appropriate staff or departments.
Distribute approved program information and help create a welcoming first impression of Union Settlement.
Support procedures for youth arrivals, departures, and visitor access; direct parents and caregivers to program staff and follow youth safety, authorized pick-up, supervision, and child protection procedures.
Promptly communicate youth safety concerns, unauthorized access, emergencies, or other incidents to the appropriate supervisor; maintain confidentiality of program, participant, and employee information.
Help keep the reception area and entrance orderly, clean, and professional; report facility concerns, maintenance needs, safety hazards, and equipment issues.
Monitor visitor flow, support emergency preparedness procedures, and assist with special events, community meetings, orientations, and other Center activities.
Follow organizational policies, procedures, workplace expectations, and safety requirements.
Communicate clearly and promptly with the Site Director, program teams, facilities personnel, and administrative staff; relay messages and relevant updates about visitor inquiries, scheduling changes, and operational concerns.
Participate in staff meetings and required training, complete assigned administrative work, communicate outstanding issues before the end of each shift, and perform other related duties as assigned.