Assistant Director of NYC Office Operations

    • Job Tracking ID: 512690-573111
    • Job Location: Bronx, NY
    • Job Level: Management
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: April 21, 2017
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
Invite a friend
facebook LinkedIn Twitter Email


Job Description:

SUMMARY OF RESPONSIBILITIES:While maintaining a positive and friendly attitude, provide administrative and secretarial support to the Director of NYC Operations -including but not limited to - greeting visitors and screening telephone calls; gathering data and compiling leading and lagging indicator reports; conducting projects and assignments; photocopying materials; maintaining files; ordering supplies; and issuing correspondence. The position of Assistant Director of NYC Operations requires - by nature of its connection to the Director of NYC Operations - involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment.

FUNCTIONS:

  • Provide administrative support to the Director of NYC Operations and COO NYC Programs.
  • Coordinate his/her calendar, scheduling meetings and readjusting as needed.
  • Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
  • Read and screen incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; triages email, handles some matters personally and forwards appropriate materials to the Director of NYC Operations and/or executive staff.
  • Research, compile, assimilate and prepare confidential and sensitive documents, and briefs Director of NYC Operations regarding content.
  • Prepare agenda and collects materials for meetings, and conferences; takes minutes and keeps records of proceedings as needed.
  • Provide clerical support using Microsoft Office including Word, Excel, PowerPoint, and Outlook applications. Formats documents.
  • Make travel arrangements; prepares itineraries; prepares, compiles, and maintains travel vouchers and records.
  • When Director of NYC Operations and COO NYC Programs are not in NYC, ensure agency staff have ready access to him/ her and that s/he receive all needed information.
  • Drive the Director of NYC Operations or COO as requested to various locations and meetings.
  • Some travel required.
  • Provide personal assistance as needed.
  • Administer and coordinate program purchase contracts completion and renewals.
  • Administer and maintain property leases.
  • Liaison with agency office managers and program secretaries regarding building issues/concerns. Apprising Director of NYC Operations of significant issues.
  • Coordinate agency events at the direction of the Director of NYC Operations and COO NYC Programs.
  • Serve on committees as designated by the Director of NYC Operations and COO NYC Programs.
  • Attend required training.
  • Read required books.
  • Responsible for complying with rules and regulations governing access to Protected Health Information under HIPAA. Access protected Health Information is limited to the extent required to perform responsibilities herein, dictate the level of access, use, and disclosure of confidential information.
  • Perform other duties as requested by your immediate supervisor or the and COO NYC Programs.

Experience and Skills:

  • Associates Degree required. Bachelor’s Degree preferred.
  • Bilingual-English and Spanish.
  • Strong administrative experience required.
  • Excellent organization skills and ability to multitask and handle a fast paced environment and deal with change. Must be able to complete tasks independently.
  • Strong skills in Microsoft Office including Word, Excel, PowerPoint, and Outlook applications.
  • Excellent communication and proven human relation skills.
  • Ability to work effectively in a team context.
  • Ability to handle confidential material in a responsible manner.
  • Valid NYS Driver’s License.
  • Ability to travel to all agency locations as required.

 

Benefits

As a full time benefits position, staff is eligible to enroll in medical, dental, vision, FSA, supplemental life insurance, critical illness, enhanced short-term disability, and 401(k) benefits.