|A pioneering not-for-profit affordable housing developer and community programs initiator in New York City, Settlement Housing Fund, Inc. has worked since 1969 to create more than 8,700 apartments through 64 affordable rental and homeownership development projects. Settlement Housing Fund presently owns and maintains 36 buildings containing 1,979 apartments in various locations, with concentrations of housing and programs in the Mt. Eden section of the Bronx, Crown Heights, Brooklyn, the Two Bridges neighborhood on the Lower East Side, as well as at other sites throughout Manhattan. We expect that our portfolio will continue to grow. Settlement Housing Fund is equally committed to bringing amenities, programs and services to communities we serve through the development and operation of affordable housing. Settlement Housing Fund is the parent organization of The Crenulated Company, LTD dba New Settlement which was created in 1989 with the acquisition of 14 abandoned buildings from the City of New York. New Settlement has evolved into a robust social service organization offering a range of community-based services in education, college access, youth development, arts, workforce development, community organizing, wellness and other key services that provide important resources to the neighborhood's youth and families. New Settlement's success has been achieved through close collaboration with a wide range of educational institutions, housing and community development organizations, businesses, youth development and social service agencies - in the neighborhood, Bronx-wide, across New York and nationally. The programs at New Settlement are supported by local, state and federal government agencies, as well as foundations, corporations, organizations and individuals.
JOB SUMMARY: The Administrative Coordinator is responsible for the overall management of the post-secondary programs and offices with scheduling, maintenance of office space, inventory, order purchase, outreach, data, and creating an environment of inclusivity and positivity. This role entails being comfortable sitting in front of the office greeting guests and fellow employees while ensuring all COVID-19 safety protocols are implemented.
Job Duties include but not limited to:
Office Administrative + Protocols + Scheduling:
- Supports and enhances a culture that respects and honors diversity, invests in professional development and encourages self-care.
- Ensures the office is pleasant and welcoming to employees and guests.
- Provides excellent customer service by answering, screening and forwarding incoming calls, as well as being the first point of contract for all guests and employees.
- Provides support to staff including scheduling meetings, and maintaining calendars. Manage classroom availability in Outlook calendar.
- Handles information requests and e-mail correspondence.
- Receives and distributes incoming mail and packages. Picks up mail at the main office’s mailbox.
Maintenance of Office Space
- Opens and closes the center office space daily.
- Manages the facilities, including but not limited to scheduling office maintenance projects, painting and repairs, and cleanings. Acts as the point-person for maintenance requests and duties performed onsite.
- Organizes and maintains appearance of the reception office area, kitchen and classrooms.
- Acts as a liaison between our outsourced tech company and our office to ensure that IT issues are resolved and maintain inventory of tech supplies.
Inventory and Orders
- Manages office supplies inventory and places orders as necessary. Ensures all necessary office supplies are stocked for each college/career office.
- Reconciles expenses for purchases related to programming and staff for program credit cards.
- Places catering orders for both office and program events; manages food set up and clean up after meetings.
Outreach (social media, flyers, bulletin boards, fairs)
- Updates bulletin boards with content related to college/career material and any creative information/highlighting programming.
- Leads/Assists with developing and writing thoughtful/lively content for our social media platforms (Instagram, Twitter, and Facebook); Creatively produces original content for video and photography for use on a variety of digital platforms.
- Creates flyers for programming, trips, and events, upon request.
- Tables at college and community fairs, upon request.
Onboarding of Staff
- Places orders for Staff ID, business cards, IT onboarding/offboarding forms.
- Collect headshots and staff biographies for our website.
Programs – Administrative Support (logistics)
- Supports with the logistics of the internal planning committees.
- Acts as a liaison for the College Access Center/Student Success Center and other New Settlement programs, especially Operations and Human Resources.
- Picks up mail, checks/stipends, and anything necessary at the organization’s main office.
Data and Record – Administrative Support
- Performs data entry in general (Salesforce) of MRF, events, workshops, reports, and others, in addition to scanning documents.
- Maintains procedures for retrieval, protection, transfer and disposal of client records/files.
- Supports staff with check requests and stipends.
- Makes copies of materials of college/career related work.
- Supports directors with planning, teambuilding, office birthday celebrations, and anything to build staff morale.
- Performs other duties and tasks, as assigned.
QUALIFICATIONS & EXPERIENCE:
- At least 2-3 years of management experience.
- Bachelor’s degree, preferred.
- Excellent interpersonal skills, strong work ethic, reliable, dependable and detail-oriented.
- Bilingual: English and Spanish required.
- Familiarity with Salesforce or similar relational database platform a plus.
- Highly adaptable and solution-oriented with an ability to solve complex problems in a fast-paced nonprofit environment.
- Ability to travel to different New Settlement Program locations and Main Office.
- Strong organizational skills, verbal and written communication skills with the ability to multi-task.
- Experienced skills in Microsoft Office including Word, Excel, PowerPoint, Outlook, Gmail applications.
- Must be a team player.
- Ability to relate to persons of diverse backgrounds.
- Commitment to providing affordable housing for low-to-moderate income population.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job.
- The ability to sit, stand, walk and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear.
- The ability to frequently sit and reach with hands and arms.
- The ability to occasionally lift and/or move up to 20 pounds.
Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.
- Must be able to utilize office equipment such as desktop/notebook computers, copiers, printers, scanners, telephones, and calculators.
- The noise level in the work environment is usually moderate.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.
Employment is at will and employees will undergo 45- and 90-day check-ins during their 90-day probationary period.
NOTICE: The above statements are intended to describe the general nature of the environment and level of work being performed by this job. This job description in no way states or implies that the duties and responsibilities listed are the only tasks to be performed by the employee in this job. The employee will be required to follow other instructions and to perform other job-related duties requested by their supervisor. This job description supersedes prior job descriptions. When duties and responsibilities change and develop, the job description will be reviewed and subject to changes of business necessity.
New Settlement is proud to be an Equal Opportunity Employer, and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status or any other protected factor under federal, state or local law.
This job description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions expected of an employee. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of you as an employee. You may be asked to perform other duties as required.
$46,000.00 - $50,000.00 per year