Program Assistant

Description

• Responsible for the administrative needs of all departmental programs, including data and document maintenance, as it relates to the compliance needs of the department’s contractual and service obligations. 
• Monitor and provide support according to programmatic guidelines in tracking and requesting cash assistance through the Cognizant system.  
• Provide support in organizing gift cards and MetroCard disbursement, tracking and reporting. 
• Provide clerical support to staff - including filing, photocopying, scanning, and maintaining physical files, updating digital case notes for clients, and assisting as needed with supporting documentation and application preparation.  
• Perform general administrative tasks, such as answering and directing phone calls; handling email, faxes, sort and distribute incoming mailings, and deliveries; and coordinating meeting-room calendars. 
• Data entry, including, staff training logs and staff engagements.  
• Maintain tracking systems and client rosters for external and internal case referrals across programs.
• Ensure client files are organized in filing cabinets, as delineated by internal case file standards for client services and contract-based audits.
• Coordinate case file archiving, when necessary, in collaboration with program supervisors.
• Coordinate, email, and case note pending enrollments according to programmatic guidelines.  
• Use ECM/Salesforce and other databases to track data and metrics in accordance with current contract and internal reporting requirements, as well as assist with generating reports. 
• Assist clients in obtaining documents necessary to apply for relief, and follow up with clients via phone, mail, and e-mail;  
• Assist Director of Operations during the process of onboarding/offboarding, request/distribute equipment, create/deactivate accounts and facilitate access to various databases.  
• Maintain updated spreadsheets and directories. 
• Maintain Office bulletin boards. 
• Coordinate with IT on equipment repairs or upgrades; Troubleshoot equipment issues in the office and reach out as needed to facilitate resolution.
• Manage and organize office supplies, monitor inventory of key supplies, and submit supply orders as needed.  
• Act as liaison between staff members and the building office management.
• Assist in organizing meetings, events, and trainings.
• Manage the front-desk and reception areas, serving as the first point of contact for guests, clients, employees, job candidates, and vendors.
• Coordinate with other Program Assistants to ensure daily coverage of the front desk.
• Keep the shared office areas, such as the kitchen and copier area, tidy and organized.
• Interpret as needed to support staff.  
• Participate in program meetings, staff development activities, and other duties as assigned.  

• Bachelor’s degree in related field, or equivalent professional training related to this position
• Highly motivated self-starter with strong problem-solving skills combined with the proven ability to multi-task, prioritize duties, and manage time effectively.  
• Excellent organizational skills, communication (oral & written), and interpersonal skills. 
• Ability to manage deadlines and high-volume communication in a fast-paced environment.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, SharePoint, etc.)
• Ability to work and communicate effectively and sensitively in a multicultural environment. 
• Fluent in English and a second language commonly spoken by client population (Spanish, Haitian-Creole, French, etc.)  

• Ability to travel regularly throughout the service delivery area using reliable transportation, traversing streets, ascending/descending stairs, and exposed to outside weather conditions.  
• Remain in a stationary position at a workstation and use a computer approximately 80% of the time.