Administrative Assistant

Overview

Date Posted:
7/21/2021
Job Code:
ADMAST
Location:
301 W 37th St 3 Floor
City:
New York
State:
NY
Country:
United States of America
Category:
Service

Description

 

Position Overview

The Programs Assistant will provide ongoing administrative and operational support to all program staff and provide optimum customer service to all program participants. This person will be responsible for the administrative support and reporting needed for all harm reduction services contracts.

Responsibilities

Primary:

  • Assist the managing director in the completing of quality assurance projects, staff recruitment and organizing meetings and calendar management.
  • Serve as a liaison between the program and internal/external resources. Coordinate client activities with other departments and vendors.
  • Develop and maintain forms to track inventory, office and program supplies.
  • Liaise with Finance AP team and manage all department vendors communications.
  • Point person for all Housing Works ticketing system for the department
  • Assist with the coordination of expenses related to contract management.
  • Reconcile metro cards distribution logs, Peer stipends, Staff travels and Petty cash.
  • Provide excellent customer service to participants and visitors.
  • Participate in all staff and program development meetings as needed.
  • Coordinate staff and peer training schedules
  • Provide support to program staff as needed.

 

Secondary:

  • Edit and update documents used within the department
  • Assist with onboarding new employees Assist in the maintenance of agency records and files.
  • Develop and maintain forms to track inventory, office and program supplies
  • Any additional tasks as specified by program director
  • Participate in quality assurance and quality improvement planning project and activities as directed
  • Participates in monthly staff and peer worker development meetings

Minimum Requirements

 

Educational Requirements

Minimum of an Associate’s Degree in Human Services or relevant experience

  • Experience or training in Harm Reduction programming preferred
  • Basic knowledgeable about HIV and Hepatitis services
  • Customer service experience with high-risk populations
  • Data entry and basic bookkeeping experience
  • Strong organizational skills
  • Strong data management navigation and Office skills
  • Preferable training in the following areas: HIV 101 Viral Hepatitis 101 Motivational Interviewing LGBT Sensitivity Syringe Exchange and Harm Reduction Training
  • Sensitivity to the needs of the homelesspopulation, including families
  • Havestrong organizational,interpersonal, verbal,andwrittencommunication skills
  • Working knowledge of databases including AIRS, Eshare, and EiCare
  • Use of computer software --Microsoft Office Suite including Word and Outlook calendaring, and Excel
  • Experience conducting and facilitating educational trainings preferred
  • Self-directed, motivated andable towork independently and as part of a team
  • Bilingual in Spanish/English helpful

 

Housing Works provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements. Housing Works complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Housing Works also does not request prior salary information during the hiring process. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

This position is included in a bargaining unit of Housing Works’ New York City employees represented by a labor union known as the Retail Wholesale and Department Store Union (“RWDSU”).  Accordingly, the RWDSU has the exclusive right to bargain over the terms and conditions of employment related to this position and this position may become covered by the terms of a collective bargaining agreement (a “CBA”) between Housing Works and the RWDSU.