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Program Assistant

Location: New York, NY, United States
Job Type: full-time
Date Posted:
Salary Range: 50000.00 - 55000.00 USD Annually

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Description

Summary
 The Refugee Resettlement Department at Catholic Charities Community Services provides assistance to newly arrived families from diverse backgrounds who are resettling in the New York Metro area through case management, employment-based, and educational services. The Program Assistant is a critical member of the Refugee Resettlement team to support federally and state funded programs providing resettlement services to refugees, asylees, and other humanitarian migrant populations. Under the supervision of the Director of Operations, the Program Assistant supports operational and case management needs, including: data entry and management into various tracking systems, supporting scheduling needs, clerical duties, and more.
 
Essential Duties and Responsibilities including the following. 
 
  • 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.  
The rate of pay for this position is based on a 35 hour work week starting at $27 to $30 an hour. 
Qualifications
  • 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.)  
 
Position Type and Expected Hours of Work:
This is a full-time position that will require working with underserved communities in New York City. Days and hours of work are 9:00am-5:00pm Monday-Friday. Position requires willingness to travel occasionally to all five (5) boroughs.
 
Working conditions and physical demands required:   
The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.   
  • 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. 
 
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