Administrative Assistant/Office Coordinator

JOB TITLE:Administrative Assistant/Office Coordinator– Workforce Development

REPORTS TO: Director, Workforce Development

Hours: M-F from 9 AM – 5 PM (This is an in-Office Position)

Description:

St. Nicks Alliances Workforce Development division provides comprehensive workforce services leading to employment and a career ladder for unemployed and under-employed community residents.

The Administrative Assistant/Office Coordinator is responsible for supporting the day to day in person office operations of the St Nicks Alliance Workforce Development Center. The Administrative Assistant/Office Coordinator oversees the Front Desk staff and assists the Director of Workforce and Deputy Directors/Program Managers with complying with program/funder requirements.

Duties Include:

• Assist Director of Workforce with Funder grant applications, reports, and contracts including preparing forms, receiving required documents from Fiscal and HR, sending to Executive Director for Signature, scanning, and mailing.
• Manage the Workforce Center onboarding orientation for new hires and ensure all staff are fully setup for success on day 1 with technology and other office necessities.
• Develop and improve organizational procedures and systems for office personnel, including filing, billing, accounts payable, payroll, time keeping and scheduling.
• Manage Front Desk Operations, and Front Desk Personnel. Providing coverage when needed.
• Oversee Front Desk Client Intake process.
• Order supplies and equipment as needed
• Assist with Data Entry into the ETO organizational database and all google tracking documents and ensure all Front Desk staff are entering intake data in the Database.
• Support Director in ensuring office support for all workforce programming.
• Develop office communications for staff in collaboration with the Director.
• Facilitate and execute special events, graduations, job fairs, alumni events and assist with all event logistics.
• Manage Shared Google Classroom Calendar.
• Managing phone calls and messages in a very timely manner, opening and sorting mail, and calendar management for classes, events, and meetings.
• Travel to Organization Headquarters as needed for HR/Fiscal related tasks.
• Manage staff reimbursement and timely submittal of invoices in Avid system for vendor payment.
• Manage client incentives and Metro Cards for transportation and program retention.
• Assist with New Hire process including computer, email, and phone set-up.
• Coordinate with IT on all office equipment in collaboration with the Director.
• Ensure all staff are using the most current version of Organization letterhead and all marketing materials.
• Works with Director of Communications to ensures all Workforce program marketing materials are up to date.

Qualifications:

Excellent organizational interpersonal skills are required; must have strong communication, customer service, writing and computer skills. Experience working with low income job candidates; proven ability to work as part of a team; ability to multi-task, prioritize and meet deadlines. Bilingual English/Spanish is a plus.

• Associates or Bachelor’s degree preferred.
• Proficiency in Microsoft Office, Google Docs, Google Sheets & Advanced computer skills
• Experience with scheduling, Google Calendar and payroll is a plus.
• Excellent written and verbal communication skills
• Strong Organizational and Time Management skills is a Must!
• Ability to prioritize and meet deadlines is a must.
• Attention to Detail is a Must!
• Ability to Multi-Task.
• Comfort with fast-paced environment.
• Ability to Work M-F 9am-5pm at the St. Nicks Alliance Workforce Development Center.

Salary:

$25 - $28 an hour based on experience

Please submit a thoughtful cover letter and resume with the title in the subject line. Visit www.stnicksalliance.org to learn more about the organization. Please, no phone calls.

● St. Nicks Alliance is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Expected hours: 35 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Office Coordinator: 2 years (Preferred)

Language:

• Spanish (Preferred)

Ability to Relocate:

• Brooklyn, NY 11206: Relocate before starting work (Required)

Work Location: In person