Program Associate

Opportunities for a Better Tomorrow, Inc.•New York, NY

14d•$45,000 - $50,000

About The Position

The Program Associate manages all office operations and provides administrative support to the program. Activities include answering the phone and routing calls to staff, welcoming guests, managing incoming and outgoing mail, completing intake paperwork with new participants, and completing data entry, as necessary. Essential Job Functions and Responsibilities: Strategize and implement processes and procedures to ensure the daily functioning of the program site. Manage and maintain the use of all spaces in the office, including the scheduling and coordination of program events for program teams and agency partners. Assume all front desk duties including answering phones, routing calls, and taking messages. Meet and greet all visitors and direct them to appropriate staff or office space. Manage use of lobby, front desk area, hallways, closets, kitchen, and shared spaces, keeping them clean and free of clutter, as well as stocked with necessary supplies. Maintain system for tracking walk-ins, phone, web, and other inquiries, as appropriate. Pre-screen requests for program services and follow-up with the appropriate team in a timely manner Provide administrative support for program intake and enrollment, including completing participant applications and collecting eligibility documents. Manage data entry in databases on PTS and Salesforce, including adding participants, updating services and attendance, and entering case notes. Prepare and distribute incoming and outgoing mail including FedEx or UPS packages. Create letters, labels, and reports as requested. Monitor postage and Xerox machines to ensure adequate supplies.

Requirements

Ability to complete assigned tasks and projects in a timely and efficient manner.
Ability to answer telephone and greet visitors in a courteous and professional manner.
Demonstration of a working knowledge of all OBT programs and the ability to communicate this information effectively to the public.
Ability to multitask.
Ability to complete data entry accurately.
Ability to maintain office supply inventory ensuring sufficient supplies are available.
Ability to maintain a high degree of discretion when dealing with confidential information.
High school diploma or HSE required, bachelor’s degree preferred.
Experience working with young adults in an educational or learning environment.
Proficiency in Microsoft Office Suite required.

Nice To Haves

Bi-lingual English/Spanish preferred.

Responsibilities

Strategize and implement processes and procedures to ensure the daily functioning of the program site.
Manage and maintain the use of all spaces in the office, including the scheduling and coordination of program events for program teams and agency partners.
Assume all front desk duties including answering phones, routing calls, and taking messages.
Meet and greet all visitors and direct them to appropriate staff or office space.
Manage use of lobby, front desk area, hallways, closets, kitchen, and shared spaces, keeping them clean and free of clutter, as well as stocked with necessary supplies.
Maintain system for tracking walk-ins, phone, web, and other inquiries, as appropriate.
Pre-screen requests for program services and follow-up with the appropriate team in a timely manner
Provide administrative support for program intake and enrollment, including completing participant applications and collecting eligibility documents.
Manage data entry in databases on PTS and Salesforce, including adding participants, updating services and attendance, and entering case notes.
Prepare and distribute incoming and outgoing mail including FedEx or UPS packages.
Create letters, labels, and reports as requested.
Monitor postage and Xerox machines to ensure adequate supplies.