What are the responsibilities and job description for the Program Administrator position at Hudson Guild?
POSITION OVERVIEW: Under the supervision of the Director of Manhattan NY Connects & NORC, the Administrative Coordinator / Program Administrator is responsible for providing assistance with administrative operations of the programs. The Administrative Coordinator / Program Administrator also assist with programmatic items such as assessment prep, triage of participants, analyzing data entries of case managers and social workers, running reports and answering the phones.
QUALIFICATIONS: The Administrative Coordinator / Program Administrator must have at minimum; a high school diploma, 3 to 5 years’ experience in administrative support of a large program. The Administrative Coordinator / Program Administrator must have proficiency in google suites and Microsoft office. He/She/They must also have excellent customer service skills when working with participants (walk-ins and/or answering the phones), communication skills and maintain the integrity of the organization at all times.
PREFERRED SKILL: Bilingual Spanish
RESPONSIBILITIES:
- Provide overall administrative support for the program(s), i.e. coping, printing, mailing, taking minutes for meetings, creating meeting invites, ordering supplies, etc.
- Triage and provide intake to all walk-ins.
- Assist with analyzing data and running reports from, PeerPlace, VIVE, and Theranest database system, and/or internal reports.
- Assist with city and state assessment preparation (operational and program).
- Conduct screenings for annual survey for participants via telephone and/or in-person.
- Assist with answering calls and provide the caller assistance and/or resources.
- Data entry and into PeerPlace, VIVE, and Theranest for services provided.
- Monitor data entries of case managers and social workers in PeerPlace, VIVE, and Theranest for the purpose of ensuring accuracy and timely data entry and reconciling reports to be sent to NYC Aging and NYSOFA.
- Organize trainings for all program staff and participants.
- Confirm receipt of consultant invoices and submit for approval.
- Assist in the planning of all program events, workshops, trainings, etc.
- Organize intern and volunteer placement within the program.
- Update resources in the Resource Directory.
- Ensure outreach material is plentiful for immediate community distribution.
- Perform other duties as assigned.
WORKING CONDITIONS: Typical office environment that requires frequent sitting, standing, walking, talking, hearing & reaching. Occasional stooping, crouching, and kneeling. As well as travel to multiple locations within the five boroughs as needed.
PHYSICAL REQUIREMENTS: Occasionally lift and/or move up to 25 pounds. Frequently read printed materials and computer screens. Frequently operate a computer keyboard, mouse, & other office equipment.
Hudson Guild is an Equal Opportunity Employer.
