What are the responsibilities and job description for the Administrative Assistant (PN) position at Phipps Neighborhoods?
About Phipps Neighborhoods
Phipps Neighborhoods, the social service affiliate of Phipps Houses, has been a catalyst for community growth and empowerment for over 50 years. Our mission is focused on creating safe, inclusive spaces where community members can access education, career opportunities, and economic pathways. Serving approximately 14,000 New Yorkers annually, we address barriers to educational achievement, economic security, and career stability through three key program areas:
- Education and School-Day Programs: Offering pre-kindergarten services, community schools, after-school programs, and college access counseling.
- Sector-Focused Training and Employment Placement Pathways: Providing specialized training, employment placement pathways, Summer Youth Employment, Work Learning Grow initiatives, and aiding residents in accessing new employment opportunities.
- Community & Economic Empowerment Services: Enabling community progress through community centers, resident services, food access, financial literacy programs, and support accessing benefits and wellness services.
We collaborate with government, corporate, and philanthropic partners to effect significant and lasting social change, fostering thriving communities.
Position Summary:
The Administrative Assistant will working closely with the Program Director and/or Program Coordinator to perform a wide range of administrative and program support.
Duties and Responsibilities:
- Provide general support to Program Director and coordinator onsite.
- Create and maintain office documents; invoices, reports, data sheets.
- Collection and management of data; assist the director to prepare reports for various stakeholders
- Assist with the coordination and preparation of meetings.
- Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Attend meetings with the school’s administration, consultants and external partners.
- Assist the Program Director and Program Coordinator with the creation of a monthly newsletter for families, school administration and stakeholders.
- Support youth programs and activities; working hands on with youth as needed.
Perform any and all tasks deemed necessary by the Program Director.
Qualifications:
- High School Diploma or HSE required.
- At least 2-3 years of administrative experience
- Demonstrated organizational skills required; proven problem solving and interpersonal skills; proven ability to work with multiple deadlines and multiple priorities.
Flexibility, adaptability and ability to work in a changing environment. - Team player excited about the opportunity to work in an environment dedicated to the development and growth of youth.
Bilingual (Spanish speaking) preferred - Must be familiar with MS Excel spreadsheets
- Excellent oral and written communication skills
- Enthusiasm, creativity and initiative
- A sense of humor and a sense of urgency
Phipps Houses and Affiliates is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, citizenship or national origin, ancestry, alienage, citizenship status, age, disability or handicap, sex, marital status, veteran status, pregnancy, gender, sexual orientation, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.
