Admin Assistant-Administration

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Job Summary 
Reporting to the Executive Assistant, the Administrative Assistant provides administrative and clerical support to the General Counsel, Chief Compliance Officer, Chief Financial Officer, Chief Development and Communications Officer, and Director of Facilities. The Administrative Assistant will be an active listener and provide high-quality customer service and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Key Responsibilities & Essential Functions 

• Serves as the Administrative Office Receptionist. 
• Prepares correspondence and mailings. 
• Prepares, maintains, and submits all purchase orders, check requests, and expense reports to the Finance Department in accordance with Urban Pathways, funding, and regulatory agency requirements and guidelines. 
• Tracks expenses and budgets. 
• Orders and maintains an inventory of office supplies and equipment. 
• Schedules and tracks key dates, filings, and prepares reports including, but not limited to: 

o    Legal actions, subpoenas, litigation holds responses to subpoenas, document requests, etc. 

o    Obtains certified copies of legal and public documents as required. 

o    Monitors SiteCompi system and schedules hearing dates for Program Management. 

o    Prepares violation status reports and distributes them to Program Management. 

o    Files HPD registrations, Department of Buildings, and Fire Department of NY filings. 

• Maintains record-keeping systems including, but not limited to:  

o    Paper and electronic files 

o    Video/photographic files and USB storage 

o    Relevant investigation reports and documentation  

o    Facility violation files and correspondence 

• Reports any malfunctions of office equipment to the Executive Assistant. 
• Assists in coordination of meetings, seminars, and training sessions, as needed. 
• Sorts and distributes incoming mail. 
• Prepares reports, correspondence, memos, etc., for the Chief Financial Officer, Chief Development and Communications Officer, General Counsel, Director of Facilities, and Chief Compliance Officer. 
• Prepares and maintains minutes of meetings as assigned. 

Communication

• Communicates verbally and in writing in a professional manner at all times.

Performs all other duties as assigned and as required.

Qualifications, Education and Experience

• High School Diploma, GED or equivalent required. Bachelor’s degree preferred. 
• Administrative experience a plus. 
• Strong written and verbal communication skills. 
• Strong computer skills and knowledge of Microsoft Office (e.g. Word, Outlook, Excel etc.). 
• Foreign languages a plus. 

Urban Pathways offers a comprehensive benefits package designed to support the well-being and professional growth of our employees. 

These benefits include:

·         Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.

·         Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.

·         Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.

·         Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.

·         Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.

·         Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.

·         Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.

·         Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.