Program Associate

Brooklyn, NY
Full Time
T&E - Innovation
Entry Level
The Program Associate manages all office operations and provides administrative support to the program.  Activities include answering the phone and routing calls to staff, welcoming guests, managing incoming and outgoing mail and faxes, completing intake paperwork with new participants, and completing data entry, as necessary.
Essential Job Functions and Responsibilities:
  • Strategize and implement processes and procedures to ensure the daily functioning of the program site.
  • Manage and maintain the use of all spaces in the office including the scheduling and coordination of program events for program teams and agency partners.
  • Manage a site email account and shared calendars.
  • Assume all front desk duties including answering phones, routing calls, and taking messages.
  • Meet and greet all visitors and direct them to appropriate staff or office space.
  • Manage use of lobby, front desk area, hallways, closets, kitchen, and shared spaces, keeping them clean and free of clutter.
  • Maintain system for tracking walk-ins, phone, web, and other inquiries, as appropriate.
  • Train and provide supervision to reception volunteers.
  • Pre-screen requests for program services and follow-up with the appropriate team in a timely manner
  • Provide administrative support for program intake and enrollment, including completing participant applications and collecting eligibility documents.
  • Ensure coverage of administrative needs of program including but not limited to tracking and reporting daily attendance, tracking MetroCard distribution, and assignment completion.
  • Manage data entry in databases on PTS and Salesforce, including adding participants, updating services and attendance, and entering case notes.
  • Prepare and distribute incoming and outgoing mail including FedEx or UPS packages.
  • Create letters, labels, and reports as requested. 
  • Monitor postage and Xerox machines to ensure adequate supplies.
  • Order office supplies and monitor inventory.
  • Assist staff with administrative duties as requested.

Knowledge, Skills and Abilities:
  • Ability to complete assigned tasks and projects in a timely and efficient manner.
  • Ability to answer telephone and greet visitors in a courteous and professional manner.
  • Demonstration of a working knowledge of all OBT programs and the ability to communicate this information effectively to the public.
  • Ability to multitask.
  • Ability to complete data entry accurately.
  • Ability to assist Program Director with assignments in a timely and accurate fashion.
  • Ability to maintain office supply inventory ensuring sufficient supplies are available.
  • Bi-lingual English/Spanish preferred.
  • Ability to maintain a high degree of discretion when dealing with confidential information. 
Education and Experience/Training:
  • High school diploma or HSE required, bachelor’s degree preferred.
  • Experience working with young adults in an educational or learning environment, preferably with opportunity youth or a similar population.
  • Proficiency in Microsoft Office Suite required.
Salary Range $45,000 - $50,000
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