Our client is looking to fill the role of Executive Assistant. The Coordinator for the Community Guardian Program (CGP) is responsible for overseeing and facilitating the day-to-day operations of the program. This includes cross-team collaboration, internal communication within CGP and JASA, and ensuring the program's smooth operations. The Office Manager supports the Associate Director of Compliance and Operations to ensure that HRA contract deliverables are met timely, accurately, and within budget. Additionally, they ensure legal documents meet court requirements within specified timeframes when necessary. The role involves supporting the logistical needs of the program to maintain operational efficiency.
Responsibilities: - Support the Associate Director of Compliance and Operations to ensure maximum efficiency and effectiveness in time management.
- Supervise the administrative assistant.
- Manage onboarding and offboarding for staff and interns.
- Submit IT requests, troubleshoot IT-related issues for staff, and manage client devices through T-Mobile.
- Assist in the Annual Reports project.
- Process client-related purchases and relief services.
- Oversee office maintenance schedules and coordinate repairs.
- Manage in-office staff attendance schedules and personnel calendar.
- Submit and track monthly office expenses, work expenses, reconciliations for petty cash, and credit cards in coordination with the CGP Finance Department.
- Provide administrative assistance to the CGP Legal Department as needed.
- Track staff training to ensure compliance with agency training requirements.
- Purchase and track office supplies, MetroCards, and program inventory.
- Update caseload assignments in Safeguard and JACKIE databases.
- Review and submit monthly Heavy Duty Cleaning reports to HRA.
- Liaise with vital records offices, funeral homes, and the program to obtain birth and death certificates.
- Manage the on-call schedule for the Management Team.
- Maintain a primary office presence (four days a week) and be available outside of regular work hours as needed.
- Serve as a backup receptionist.
- Coordinate special events and program meetings.
Qualifications: - High school diploma or equivalent required; Associate's or Bachelor's degree preferred. Relevant experience may substitute for formal education.
- At least five years of administrative or operational experience, preferably in a nonprofit, social services, finance, or legal setting.
- Experience with government contracts, budgeting, and working with government agencies is a plus.
- Ability to operate in an ambiguous environment, take initiative, and learn from mistakes.
- Strong collaboration skills and the ability to maintain composure and provide leadership in a fast-paced, high-stress environment.
- Strong communication skills and the ability to facilitate effective interdisciplinary communication with diverse stakeholders.
- Proficiency in technology, including the use and maintenance of client-level databases.
- Strong commitment to the mission of CGP and JASA.
- Understanding and appreciation of diversity, including race, religion, ethnicity, sexual preference, and individual values as they relate to serving clients and families.
If you meet the required qualifications and are interested in this role, please apply today.
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