Administrative Assistant - NYC Asylee (Notional Opportunity)

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The Administrative Assistant for the NYC Asylee Flex Program will support the daily administrative and operational functions of the program. This role involves managing schedules, preparing reports, maintaining records, and ensuring smooth communication among team members and stakeholders. The Administrative Assistant must live within a 50-mile radius of the New York City metropolitan area.

Duties and Responsibilities

• Coordinates and schedules on-site meetings and appointments, as applicable.
• Assists in a variety of personnel and administrative matters.
• Ability to dictate and take notes during meetings.
• Assists Program/Site Manager with record-keeping requirements in all the different areas within the departments.
• Prepare and distribute daily, weekly, and monthly reports on staff training, attendance, and operational activities.
• Maintain accurate and up-to-date records of all scheduling and reporting activities.
• Coordinate with the Site Manager and other team members to ensure schedules are adhered to and any changes are communicated promptly.
• Assist in the preparation of presentations, spreadsheets, and other documentation as required.
• Manage and organize the filing system, both electronic and physical, ensuring easy retrieval of information.
• Handle incoming and outgoing communications and direct them to the appropriate personnel.
• Provide general administrative support to the team with routine or daily responsibilities, including copying, filing, faxing, and data entry.
• Assist with onboarding and orienting new staff such as preparing training schedules and ensuring they receive all necessary documentation.
• Ensure compliance with program policies and procedures regarding scheduling, reporting, safeguarding sensitive information and maintaining confidentiality.
• Ability to remain calm and composed under stress.
• Ability to demonstrate cultural competence.
• Perform any other duties as required to support the smooth operation of the NYC Asylee Flex Program.

Qualifications

• High School Diploma or equivalent.
• At least 3 years of administrative experience, preferably in a social services or related field.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other common office equipment.
• Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Detail-oriented and capable of working independently and as part of a team.

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Preferred Qualifications

• Experience working with asylum seekers, refugees, unhoused or other vulnerable populations.
• Bilingual in Spanish and English (Read, Write, and Speak) highly preferred.
• Associate's degree preferred.

Physical Requirements

• Ability to work flexible hours, including evenings, weekends and holidays.
• Ability to sit for extended periods while working at a computer.
• Ability to stand, walk, and move around the office as needed.
• Ability to lift and carry up to 30 pounds.
• Visual acuity required to read and prepare documents and use a computer.
• Hearing ability to answer phones and communicate effectively with staff and stakeholders.

Acuity International is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration without regard to race, color, sex, national origin, age, protected veteran status, or disability status.

For OFCCP compliance, the taxable entity associated with this job posting is:

Acuity-CHS, LLC