Administrative Assistant

Job Description

Administrative Assistant | National Youth Advocate Program (NYAP)

The Tone:
This is a full-time role at National Youth Advocate Program (NYAP) with a hybrid work model. NYAP has been a steadfast presence in communities since 1978, growing continuously to meet the evolving needs of those they serve across four core areas: Prevention/Intervention, Positive Youth Development, Out-of-Home-Placement, and Reunification/Permanency. The Administrative Assistant position is crucial for maintaining efficient administrative operations across a department, unit, or program area. This role directly contributes to the organization’s mission by ensuring seamless support for staff who are dedicated to serving clients and communities, ultimately making a direct impact on children, youth, and families.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: Hybrid
• Pay: $21 hourly
• Team: Reports to a Director of Program Administration or another hiring manager, with potential responsibilities for the supervision of support staff.
• Mission: This person efficiently performs administrative tasks, oversees office management, and supports various program functions to ensure effective service delivery for NYAP’s clients.
• Tech Stack: Microsoft Office (including Excel and Word), desktop and laptop computers, smartphones, tablets, printers, fax machines, photocopiers, word processing software, spreadsheet software, database programs

What You’ll Actually Do
• Administrative Oversight: Develop, review, and implement improvements to administrative systems, policies, and procedures to enhance operational effectiveness.
• Managerial & Event Support: Provide essential administrative assistance to the Director of Program Administration and other hiring managers, including coordinating and arranging training sessions, workshops, public relations events, and recording/distributing meeting minutes.
• Information & Reporting: Accurately enter and maintain all program information within computer databases, diligently updating changes, additions, and deletions, and generate comprehensive quarterly and annual reports as requested.
• Office & Financial Management: Oversee the office environment, ensuring necessary supplies are stocked, all equipment is functional and properly maintained, planning and promoting office events, and providing documentation for agency expenses with an ongoing log.
• Team Leadership & Projects: Offer training and direct supervision to area office specialists and other administrative staff members, ensuring their development, and oversee special projects while tracking progress towards company goals.

The Must-Haves
• Background: A High School Diploma or GED equivalent is required, with some college preferred, ensuring a foundational understanding for administrative duties.
• Experience: Proven experience in providing support to a team, excelling in high-volume call environments, and demonstrating proficiency in the use of various office machines, alongside basic bookkeeping skills.
• Skills: Strong proficiency with Microsoft Office applications, specifically Excel and Word, combined with excellent customer service, robust organizational and administrative capabilities, and meticulous attention to detail.
• Bonus: Previous experience working in crisis or critical care settings is a preferred qualification for this role.