Program Assistant

New York Housing Trust Fund•New York, NY

About The Position

The Program Assistant for Small and Mid-Size Development (SMD) works closely with the Vice President, Assistant Vice President, and program staff to support the day-to-day implementation of funding programs. The position primarily supports SRDI, MOVE-IN, LCAP, MHAP, and MHCFP by maintaining project files, processing disbursement requests, assisting with project closeout, and serving as a point of contact for awardees and general program inquiries. SMD is a program office within New York State Homes and Community Renewal's Housing Trust Fund Corporation. It administers capital funding programs focused on smaller-scale non-tax-credit development, including multifamily rental, homeownership, and manufactured housing. The office's mission is to deploy funds efficiently to create enhanced housing opportunities for low- and middle-income residents across New York State. The employee may also perform other reasonably related duties as assigned. This is not a civil service position and does not require a civil service exam. Applicants must submit both a cover letter and resume; the cover letter should explain how they meet the minimum qualifications and how their experience relates to the role.

Requirements

Bachelor's degree and at least three years of experience performing support staff tasks in a fast-paced office, such as answering phones, creating written materials and forms, processing paperwork and electronic records, and filing.
Experience handling sensitive documents and confidential information with discretion.
Familiarity with Microsoft Office, including significant skills and experience with Microsoft Word and Excel.
Experience using SharePoint and shared calendars and scheduling tools in Outlook.
Comfort creating spreadsheets for data management.
Ability to work independently or away from staff in a trustworthy manner.
Excellent organizational and communication skills.
Ability to work effectively with an administrative team and grant project managers.
Initiative, willingness to take on new tasks as directed, and comfort with shifting priorities and new assignments.
A certification, diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal studies, business technology, or office technology may substitute for two years of experience.

Nice To Haves

Familiarity with housing and/or community development programs.

Responsibilities

Assist with goals, tasks, and assignments relating to the operation of SMD programs.
Organize and review project funding applications for completeness.
Conduct preliminary reviews of disbursement paperwork for consistency and accurate totals to initiate payment processing.
Log payment requests into SharePoint and other systems.
Coordinate with awardees to obtain required project submissions and reports.
Prepare letters, memos, written procedures, and other documents.
Use Microsoft Word to prepare templates, proofread and edit materials, and apply advanced formatting, including indexes and tables of contents.
Monitor shared Outlook mailboxes, save documents electronically, and route them to appropriate staff.
Manage user access to an online application portal and communicate with potential applicants about access.
Prepare and run reports from various databases.
Create or modify Excel spreadsheets to meet office staff needs and support data management.
Scan, file, and shred documents.
Provide administrative support to the office as needed.