Conference Scheduler

Conference Scheduler performs and coordinates all administrative duties related to family team conferences involving families enrolled in the Bronx prevention program, along with front desk administrative duties to support overall program needs. The Conference Scheduler works closely with the Conference Facilitator to ensure that conferences meet program mandates.

Reports To: Conference Facilitator

Location: 685 E. 187th St., Bronx, NY 10458

Hours: 35 Hours/Week; Non-Exempt

Major Duties:

• Submits a monthly tracking list of all conferences due to the Conference Facilitator and Program Supervisors.
• Completes and submits required documents to ACS to request and schedule conferences.
• Reserves space for each conference and prepares the space with the needed material in advance of the conference.
• Ensures timely notification is sent to all conference participants and identified supports in advance of each conference.
• Assists Case Workers and Social Workers with reminder calls to conference participants and identified supports.
• Submits accurate and timely documentation of all contacts and correspondence related to conference activity into Connections and PROMIS database systems.
• Greet and welcome visitors and participants to the program site.
• Notify staff of participants coming for appointments.
• Answer and direct calls while covering the front desk.
• Distribute petty cash and MetroCards to staff and participants as directed.
• Ensure reception area is a safe and welcoming space.
• Attend and participate in program staff meetings, as well as related agency and external training as appropriate.
• Perform other duties as assigned.

Qualities Sought:

• Works to create and support a respectful and collegial environment.
• Handles administrative and clerical tasks with professionalism and competence, ensuring the success and effectiveness of the program at large.
• Creates, embodies, and supports a learning environment, regularly participating in training and professional development.
• Offers and receives feedback and suggestions in a strength-based and constructive manner.
• Dedicated to being a team player and active contributor to achieve the vision and mission of the program and agency.
• Empathic, honest, genuine, professional, creative, and committed to making a difference with families, in the community, and within both the program and agency.

Qualifications:

• Enrolled in a bachelor’s program required, Bachelor’s degree preferred
• Bilingual in English/Spanish required
• Proficiency in Microsoft Office (Outlook, Excel, and Word) required.
• At least one year of experience as an Administrative Assistant
• Familiarity with Connections and PROMIS databases is a plus.
• Must have excellent verbal and written communication skills.
• Ability to proactively problem solve
• Solid teamwork skills
• Excellent organizational skills and attention to detail.
• Must have a commitment to work from a strength-based, youth and family development, and trauma-informed perspective.