Administrative Assistant

At The New York Foundling, we trust in the power and potential of people, and we deliberately invest in proven practices. From bold beginnings in 1869, our New York-based nonprofit has supported hundreds of thousands of our neighbors on their own paths to stability, strength, and independence. We help children and families navigate through and beyond foster care. We help families struggling with conflict and poverty grow strong. We help individuals with developmental disabilities live their best lives, and we help our neighbors access quality health and mental health services—core to building lifelong resilience and wellbeing. Together, our interrelated programs provide a whole-person, whole-family, and whole-life approach that unlocks solutions for a lifetime.

Incumbent serves as Administrative Assistant for the [enter specific program] responsibilities and duties include: 

• Reports directly to Executive Admin or Regional Senior Admin and Director’s level.
• Responsive and responsible for supporting meeting the needs of the programs.
• Adheres by the Coaching and Mentoring model of the agency and Admin standards of practices (KPI, Manual, guides, and on).
• Keeps and organizes Calendar and room reservation (i.e. Meet daily/Weekly with each to review calendars).
• Coordinates with Executive Admin and AVPs/VPs around program staff meetings, check room assignments, and order food as appropriate, f/u with required staff attendees as appropriate.
• Completes purchasing for departments (materials/supplies, staff business cards, Clients gift cards, client metro cards and staff’s monthly metro cards).
• Keeps and reconciles Programs logs for client metro-cards, gift cards and monthly metro cards.
• Orders and distributes supplies as appropriate for Training.
• Inputs data in PROMIS, Connections, and other systems as directed.
• Interacts with other departments (HR, IT, training, Business Operations, facilities, payroll and finance).
• Coordinates and attends special events as appropriate (all programs staff meeting, bi-weekly or monthly and monthly/quarterly administrative assistant).
• Willingness to provide coverage support as needed to peers/team-members at the main office or other sites.
• Provides support in meetings by taking minutes and other meeting supports.
• Communicates any concern to direct supervisor and program leadership team.
• Keeps track of cluttered desks offer/enlist help.
• Support in facilitating and planning for meetings and group activities.
• Entering timely all expenses in accordance to the agency’s guidance.
• Maintains staff and client files up-to-date.
• Creates system to track and monitor staff’s training requirements.
• Willing and able to work flexible hours; some evenings and weekends required.
• Accountable and open to ongoing evaluation, feedback and supervision of their work.
• Able to shift schedule to meet the need of the program.
• Other duties as appropriate

Organizational expectations include:

• Regular and punctual time and attendance, and adherence to The Foundling's and your department’s specific time and attendance policies and protocol.
• Consistent demonstrated commitment to The Foundling's BHAG, mission, vision and values (Compassion, Dignity, Family and Community, Diversity, Excellence).
• Adherence to The Foundling's employee policies, Code of Conduct and applicable rules, laws, regulations or bargaining agreements.
• Appropriate engagement with support departments to ensure appropriate and timely hiring, performance management, investigation, discipline, suspension, and restructuring decisions concerning direct reports. Regular supervision and performance evaluation of direct reports.
• Any other duties and/or tasks that may be assigned.

The New York Foundling is committed to attracting and retaining a diverse employee population, the Foundling will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

Other Requirements:

• One to two years of experience as an Administrative Assistant preferred, including experience with Microsoft excel and word; and email.
• Excellent communicator and have good interpersonal skills. 
• Must be a good writer and have demonstrated ability to complete tasks in a timely manner. 

Preferred Experience:

• Has experience with being an Admin
• Basic Knowledge of Microsoft Office {which also include, excel, word, and Publisher}
• Must be an excellent communicator and have good interpersonal skills.
• Must be a good writer and have demonstrated ability to complete tasks in a timely manner. 
• Ability to follow guidance and plan
• Comfortable and adaptable to changes
• Take initiative and a team-player
• Strength-Focus and Engaging
• Experience with cross-agency collaboration
• Skills to manage own and team self-care to prevent burnout
• Positive attitude
• Data entry
• Professional writing and email communication
• Bilingual English/Spanish strongly preferred

• Demonstrated strong commitment to safety.