Coordinates family team conferences for a Bronx prevention program, including scheduling, ACS documentation, space preparation, participant notifications, transportation, database updates, and tracking. Provides front desk and general administrative support by greeting visitors, answering calls, preparing reports, notifying staff of appointments, distributing petty cash and metro cards, and supporting meetings and trainings.
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: 2471 Morris Ave, Bronx, NY 10468
Hours: 35 Hours/Week; Non-Exempt
Salary: $40,000 - $45,000
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 conference.
- Reserves space for each conference and prepares the space with 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.
- Schedule transportation for families as needed.
- Submits accurate and timely documentation of all contacts and correspondences related to conference activity into Connections and PROMIS database systems.
- Greet and welcome visitors and participants to program site.
- Provide administrative support for program needs such as running reports, preparing documents, etc.
- Notify staff of participants coming for appointments.
- Answer and direct calls while covering the front desk.
- Distribute petty cash and metro cards 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.
Qualifications:
- High School Diploma required. Bachelor’s degree preferred
- Bilingual in English/Spanish required
- Proficiency in Microsoft Office (Outlook, Excel, and Word) required.
- At least one-year experience as an Administrative Assistant
- Familiarity with Connections and PROMIS databases a plus.
- Must have excellent verbal and written communication skills.
- Ability to pro-actively 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.
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