Office and Data Manager

NEW SETTLEMENT•New York, NY

6d•$55,000 - $65,000•Onsite

About The Position

Rooted in the Bronx, New Settlement stands with community members to break systemic barriers, advance justice, promote leadership and strengthen neighborhoods. By ensuring agency around education, employment, housing, wellness and creative expression, we help cultivate an equitable society where individuals and families have the power to use their voice to create the change they wish to see. Since New Settlement’s inception in 1989 as a settlement house rooted in the Bronx, our organization has been a responsive community partner. Originally established to revitalize abandoned buildings into affordable housing, New Settlement has since evolved into a multi-generational, forward-looking organization. We support 15,000 members of the community annually by providing organizing in housing and schools, and programs in education, college access, youth development, arts, workforce development, wellness and more. EEO/AA JOB SUMMARY: Reporting to the Program Director, the Data and Office Manager is a key member of the New Settlement YouthBuild team, responsible for overseeing operations and data management functions for the program. This role supports the effective day-to-day functioning of the program and ensures contract compliance through the management of student records, fiscal processes, and performance tracking. The Data and Office Manager also plays a vital role in participant engagement, interacting directly with young adults ages 17.5 to 24 and serving as a liaison between the program and internal administrative departments. This position requires a high degree of initiative, professionalism, attention to detail, and discretion in handling confidential information and vendor relationships.

Requirements

Associate's degree and a minimum of two (2) years of relevant experience in office administration, data management, or a related field. A combination of education and relevant professional experience that provides the knowledge, skills, and abilities needed for the role may be considered
Previous experience working with opportunity youth, preferably in a community-based setting.
Strong commitment to empowering young adults and helping them reach their academic and career goals.
Excellent organizational skills and attention to detail, with the ability to manage multiple projects and priorities simultaneously.
Strong computer skills, including proficiency with Microsoft Office, Google Workspace, and database systems.
Excellent written and verbal communication skills.

Nice To Haves

Experience developing, implementing, or improving administrative systems strongly preferred.
Bilingual (English/Spanish) preferred.

Responsibilities

Manage daily office operations, including reception coverage, scheduling appointments, and responding to general inquiries.
Serve as the primary point of contact for administrative coordination with the main office, including facilities and operational matters (e.g., building maintenance and incident reporting).
Order, track, and maintain inventory of office supplies and materials; establish and manage vendor relationships.
Perform general office duties, including correspondence, filing, answering phones, copying, and scanning.
Provide administrative support for special events, recruitment efforts, and volunteer activities.
Maintain accurate and timely data entry across proprietary databases and internal and external data systems, including spreadsheets, and digital recordkeeping platforms.
Enter, track, and update data related to student participation, attendance, assessments, and program outcomes.
Produce accurate and timely reports for internal use and external funders, including monthly data reports for the Program Director.
Monitor data trends and support program evaluation, compliance monitoring, and continuous improvement efforts.
Support the Program Director with purchasing coordination and budget tracking, as needed.
Process and track purchase orders, invoices, and expense documentation for submission and recordkeeping.
Track student timesheets, stipends, and incentive requests; prepare submissions for payment processing according to company policy and standards.
Mission of W-9s and related fiscal documentation.
Manage the full student intake and application process, including conducting interviews, collecting required documentation, verifying eligibility, and maintaining the enrollment pipeline.
Track student attendance and performance outcomes and follow up with participants regarding absences in coordination with program staff.
Maintain and update student files in accordance with program requirements and contract compliance standards.