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Temporary Administrative Coordinator

2 months ago

New York, United States Hudson Guild Full time
Job DescriptionJob DescriptionSalary: $22 per hour

POSITION OVERVIEW: Under the supervision of the NORC & HOPE Director or designee, the Administrative Coordinator is responsible for assisting with clerical and program tasks. This includes greeting participants, managing flow of traffic, answering telephones, data entry, supply management, and other tasks in line with the organization and maintenance of a high traffic office environment.


REQUIRED QUALIFICATIONS: High school diploma or equivalent and a minimum of 1-year administrative experience. Patience, courtesy, and a sensitivity to the needs of an older adult population is essential. Knowledge and experience managing database systems and MS Office. Ability to communicate effectively with participants and staff.        


PREFERRED QUALIFICATIONS: Currently attending or have some college experience. Conversational-level Spanish. As well as a thorough understanding of the needs of an older adult population.


RESPONSIBILITIES:

  • Create spreadsheets for groups classes, events, programs
  • Create and maintain participant records
  • Perform data entry (PeerPlace, AWARDS databases, survey results, etc.) and generate monthly and quarterly reports
  • Contact clients to inform them of new events and holiday celebration
  • Assist with clients mail, sorting and filing client documents
  • Responsible for checking in clients, and ensure that clients in waiting area are seen in a timely manner
  • Coordinate with Hudson Guild reception staff regarding daily NORC office staffing, group activities
  • Provide basic information about agency and NORC/HOPE services
  • Track and order supplies (office/class supplies and participant refreshments) as necessary
  • Ensure ongoing supply of departmental forms, activity calendars and flyers
  • Ensure that all rooms are reserved and set up for participant activities and events
  • Generate consultants invoice requests
  • Generate and follow up on service requests such as repairs
  • Organize and maintain office, ensuring the area is neat and orderly in appearance
  • Copying, scanning, and faxing as needed
  • Perform other tasks as assigned by supervisor
  • Be available to work on either Thanksgiving Day or Christmas Day, to be decided in consultation with the Director, as well as other holidays and special events as necessary
  • Participate in community-building activities sponsored by program and agency, and encourage participants to support these activities
  • Perform other Administrative duties as assigned


WORKING CONDITIONS:  Typical office setting that may require occasional travel between multiple sites consistent with a community center environment.


PHYSICAL REQUIREMENTS: Position requires frequent communication with participants, management, and staff. Must be able to remain in a stationary position, as well as the ability to operate a computer and other office machinery, such as phone and copy machine. Occasionally lift up to 20 lbs.


Hudson Guild is an equal opportunity employer.