Administrative Assistant

Union Settlement Aging, Health and Wellness Department program overview: Union Settlement has been providing essential services to East Harlem seniors for over a century. Our senior population of over 1,400 seniors relies heavily on Union Settlement to help meet their everyday needs. We offer healthy aging programs at our 5 seniors centers, NORC and assistance to the homebound elderly. We connect seniors with transportation, counseling, nutritious meals and volunteer opportunities.

Position Summary:

The Administrative Assistant (AA) is responsible for providing essential support to the Executive Director of the Aging, Health and Wellness (AHW) department as well as support for the AHW department units. The (AA) will help ensure day-to-day operations run smoothly and efficiently. The (AA) is the first point of contact for clients, customers, and employees, and a wide range of administrative tasks.

Responsibilities:

• Provide information about Aging, Health and Wellness to individuals who inquire by phone or in person, or direct individuals to the appropriate party.
• Assist with project management, research, data entry, or other tasks as directed by leadership or team members.
• Complete forms in accordance with company procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Mail newsletters, promotional material, and other information.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Learn to operate new office technologies as they are developed and implemented.
• Work with Executive Director/Deputy Director on maintaining financial systems. Including but not limited to uploading invoices/receipts
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations, assist with BTQ/Financial Coding System, and Petty Cash.
• Manage and track office and maintenance supplies to ensure the office remains well-stocked and organized.
• Additional duties as assigned by the Executive Director

Qualifications:

• High school diploma or GED.
• Desire or interest in working with aging populations
• Must maintain client confidentiality
• Must be proficient with the internet and have good understanding of Microsoft word and excel
• Good organizational ability, time management, and interpersonal skills.
• Good written and oral communications skills.
• The candidate must be self-motivated, organized, have an attentiveness to detail
• Bilingual (English/Spanish) a plus.

• Leading Others: Creates a sense of urgency throughout the organization on the importance of achieving outcomes. Inspires, influences, and enables team members to reach their goals
• Facilitating Change: Approaches challenges with creativity and flexibility. Demonstrates analytical thinking. Guides change to meet Union Settlement’s goals.
• Managing Performance: Evaluates and revises goals semi-annually with the team. Provides consistent supervision and documents performance highlights and concerns
• Applying and Developing Expertise: Embraces and leads the team to achieve milestones. Seeks and supports professional development opportunities for team members. Manages finances and budgets effectively
• Communicating and Collaborating: Listens well and actively engages with others with honesty and integrity and holds team accountable to the same standard