Administrative Assistant - Manhattan Children's Program

Description

We are currently looking for an Administrative Assistant to support our Manhattan Children's Program. This is a full-time, Monday-Friday opportunity.

Why Join ADAPT?

It's more than a job; it's a calling. It's where passion meets purpose. ADAPT Community Network, formerly United Cerebral Palsy (UCP) of NYC provides a multitude of services to people with developmental disabilities. At ADAPT, we are 3,000 strong, and it takes every one of us to empower the lives of the people we support. With caring and great resources at hand, we know what it takes to help people live fuller, happier, healthier lives. Our employees show their commitment to the people we support every day, and we all deliver on our promise to provide innovative and comprehensive services to individuals with developmental disabilities.

For your next career move, apply with us at ADAPT Community Network! Wherever you work among our many locations around New York City, ADAPT offers paid training, competitive benefits, and we foster a team culture of learning, support, collaboration and career growth.

SUMMARY

Under the supervision of program leadership, the Administrative Assistant III provides general administrative support to ensure the smooth day-to-day operations of the department. This role assists with clerical tasks, maintains records, supports staff scheduling and office procedures, and ensures excellent service to employees, visitors, and persons supported by ADAPT Community Network. The Administrative Assistant III may provide guidance to Administrative Assistant I and II staff and works collaboratively with peers to maintain an organized and efficient office environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and responsibilities of the Administrative Assistant III will include, but are not limited to, the following:

• Greets visitors, responds to routine inquiries, and directs individuals to the appropriate staff or resource.
• Answers and screens phone calls, takes messages, and forwards calls to the appropriate staff member.
• Prepares and types routine correspondence, reports, and forms as directed.
• Assists with maintaining staff attendance records, leave requests, and departmental calendars.
• Maintains organized filing systems for administrative and program-related materials.
• Assists with ordering, tracking, and maintaining office supplies and equipment inventory.
• Sorts, distributes, and processes incoming and outgoing mail and packages.
• Supports the preparation of purchase requisitions and tracks deliveries.
• Provides assistance with meeting logistics, including preparing materials, refreshments, and room setup.
• Assists with petty cash reimbursements and maintains accurate records as directed.
• Performs photocopying, scanning, and other routine office support tasks.
• Provides guidance and basic instruction to Administrative Assistant I and II staff, as directed by supervisor.
• Collaborates with other administrative staff on shared assignments and projects.
• Maintains confidentiality and adheres to organizational policies and procedures.
• Performs other related duties as requested.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or GED required; some college coursework preferred.
• Minimum of 1 year of related administrative or clerical experience.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and ability to learn other business software systems.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Good interpersonal and communication skills, both verbal and written.
• Ability to work independently with limited supervision and as part of a team.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong attention to detail and accuracy in work.
• Commitment to modeling ADAPT’s values of inclusion, respect, and collaboration.

COMPENSATION: $18.23/hour (following probation) + Industry-Leading Benefits for all full-time employees.

At ADAPT, we value diversity, equity, inclusion, accessibility, and belonging. We strive to ensure that our employees are comfortable bringing their whole, authentic self to work and that the people we support can also be their authentic selves. We value diverse backgrounds, opinions, ideas, and ways of thinking. We aim to build an inclusive and diverse workforce that is empowered and supported with leaders who create diverse and inclusive teams. We continuously seek opportunities for the organization to foster a more positive, respected, united, and collaborative culture.

ADAPT Community Network is proud to be an equal opportunity employer and is committed to creating an inclusive environment for all employees. Qualified candidates of diverse ethnic and racial backgrounds and status are encouraged to apply for vacant positions at all levels.