Administrative Assistant Job at Advocates for Children of New York in New York

AFC seeks to hire a full-time Administrative Assistant to support the Postsecondary Readiness Project (PReP) while providing administrative support to enhance organizational processes critical to the Executive Director and Operations Team. Administrative duties will include assisting PReP's work in pioneering a city-wide coalition dedicated to improving transition services for NYC public school students with disabilities.

The primary supervisor for this position will be the PReP Director, though the Chief Operating Officer also will provide regular, concurrent supervision on work pertaining to overall AFC operations.

RESPONSIBILITIES

Postsecondary Readiness Project (PReP) (50%)

Responsibilities include, but are not limited to, the following tasks:

• Assists in the coordination of meetings for PReP's Transition Alliance, government entities, community-based organizations and external key stakeholders. Ensures all meeting logistics regarding scheduling, space reservations, meeting materials and confirmations are completed.
• Follows up with internal and external stakeholders to track completion of action items and/or deliverables.
• Leads the organization of all electronic files, particularly essential documentation of Transition Alliance activities and outcomes.
• Assists in the development and maintenance of a comprehensive directory of transition services and resources for NYC students and families, researching new programs and services, and regularly updating data to ensure the information remains current and accurate.
• Prepares and compiles documents and materials for PReP community fairs, policy campaigns, presentations, trainings, meetings and legal hearings.
• Handles the electronic dissemination of relevant information and communications to coalition members and external stakeholders.
• Supports legal cases by entering and maintaining the accuracy and completion of case notes in Salesforce.
• Performs other administrative tasks for the PReP team as needed.

Executive Director and Operations Team (50%)

Responsibilities include, but are not limited to, the following tasks:

• Provides administrative support to the Executive Director with respect to Board relations and scheduling.
• Prepares minutes for meetings of the Board and its committees.
• Collaborates with other Administrative Assistants to manage front desk operations.
• Schedules legislative visits.
• Conducts data entry for Salesforce database.
• Assists staff with production of documents using Microsoft applications and Adobe Pro.
• Files, makes copies, and assists with mailings and mail merges.
• Assists office staff with other administrative duties as needed.
• Participates in committees and collaborative efforts to benefit the office as appropriate.

Qualifications

• Understanding of and alignment with AFC's mission. Please review AFC's work at advocatesforchildren.org.
• 1-2 years administrative experience in non-profit organizations preferred.
• High School diploma/GED required; 2-year or 4-year college degree preferred.
• Excellent customer service and interpersonal skills with ability to effectively engage across cultures, identities, and ethnicities.
• Strong writing and active listening skills with the ability to synthesize information and take accurate notes.
• Well organized with the ability to complete tasks, work on multiple priorities and meet deadlines.
• Ability to work both independently and collaboratively, with attention to detail.
• Comfortable with technology and able to learn new applications with ease. Must have high proficiency with Microsoft applications and Adobe Pro. Salesforce proficiency a plus.
• Desire to learn, both as an individual and as part of an organization, and apply diversity, equity, inclusion, and anti-racism principles.
• Knowledge of NYC education system or education issues preferred.
• Fluency in Spanish is a plus but is not required.
  

APPLICATION INSTRUCTIONS

Candidates should submit a resume (required) and cover letter (optional) highlighting why they are interested in this role at AFC and how their experience aligns with the Administrative Assistant position, including any personal or professional experience that demonstrates their connection to the populations AFC serves.

This is a full-time position, with a salary in the $50,000 to $54,095 range, depending on experience, and includes a comprehensive benefits package.

This position is expected to work at least 3 days a week in the office and remotely on the remaining days.

The position is available immediately, and resumes will be reviewed on a rolling basis.