Overview
Social Work office assistant Jobs in New York, NY at Upper East Side Rehabilitation & Nursing Center
SUMMARY
Under general supervision of Director, Executive Office Administration and Leadership Support, performs a variety of administrative, secretarial and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry and typing; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects and department programs; and performs related work as required.
ESSENTIAL DUTIES & RESPONSIBILITIES
Provides direct comprehensive organizational support and administrative assistance in the Executive Office, including but not limited to staff, officers, the Board of Directors Delegate Assembly and committees.
Provides administrative support to department activities, including but not limited to the following: composes, types, edits and proofreads a variety of documents; assists in developing agendas and other meeting materials; attends meetings; takes, transcribes and distributes meeting minutes; follows-up with members on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc..
Promotes the mission and values of the Association through modeling and exhibiting the Association’s values of integrity, collaboration, excellence, accountability, innovation, respect and service; uses tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines; establishes, maintains and fosters positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
Serves as backup to Executive Assistant to Executive Director.
Coordinates activities (calendar, travel, logistics, meeting materials, etc.) for the Association’s officers and Board of Directors, anticipates needs and determines the information and/or documents required.
Coordinates administrative aspects of meetings and attends leadership meetings in order to handle on-site logistics.
Coordinates nomination and election process for the leadership of the Association.
Maintains accurate records in Association’s database through data entry, tracking and audit reports.
Assists with agenda preparation and distribution of Association’s Executive Committee, Board of Delegate Assembly meetings, as well as committee meetings.
Composes and prepares correspondence.
Proofreads documents to ensure accuracy of copy, grammar, punctuation and spelling. Makes revisions and finalizes documents for distribution.
Coordinates meeting logistics, including room reservations, food and beverage and A/V-IT and set up.
Regularly performs significant and recurring administrative tasks with high degree of initiative and independence, and with great attention to detail on numerous projects.
Reads and demonstrates an understanding and adherence to CSBA values, policies and practices.
Demonstrates respect, honesty and professionalism at all times.
Adheres to an established work schedule and the organization’s timekeeping practices.
May be assigned administrative support duties across multiple departments.
Occasional travel throughout the state of California.
Occasional overnight travel.
Other duties as assigned.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.
EDUCATION & EXPERIENCE
Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, management, finance, accounting or related field with three (3) years of progressive, responsible administrative experience, preferably in education, legislative or other non-profit settings. Experience providing administrative support to committee members, coordinating meetings and planning special programs or events is desirable.
QUALIFICATIONS
Knowledge of:
Organization and function of non-profit organizations, boards and commissions.
Applicable Federal, State and local laws, regulatory codes, ordinances and procedures relevant to assigned area of responsibility.
Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
Principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping principles and procedures, business mathematics and statistical techniques.
Modern office management practices and methods, including use of standard office equipment, computer equipment and applications, including word processing, spreadsheet applications, report writing and business correspondence/writing.
English usage, grammar, spelling, vocabulary and punctuation.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and Association staff.
Ability to:
Consistently demonstrates high standards of excellence and sound judgment in application of policies and practices in handling matters with the elected leadership.
Exceedingly well organized and detail oriented.
Able to work in a team environment, determine priorities and assume initiative.
Flexible and able to work in a fast-paced environment handling multiple and changing priorities.
Exhibits effective interpersonal skills with an emphasis on customer service.
Possesses strong verbal and written communication skills including drafting correspondence, escalating logistical issues to management when appropriate and providing regular updates to management, e.g., workload, competing priorities, etc.
Highly proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook).
Discrete and capable of handling sensitive or confidential matters.
Able to handle a large variety of details and to work with staff from all levels of the organization.
Provides customer service that is responsive, reliable, accurate and appropriate.
Demonstrates time management skills to meet deadlines and manage workload efficiently, striving to deliver the highest caliber work.
Apply knowledge and demonstrate common sense and good judgment, participate in and/or coordinate various projects involving participation of other departments; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
ENVIRONMENTAL ELEMENTS & PHYSICAL DEMANDS
Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances.
Employee is personally responsible for following health and safety guidelines, instructions and policies.
Occasional overnight travel.
May be asked to work occasional overtime, evenings, nights, weekends and holidays to support the work of the department and if/when needed to meet deadlines.
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
Must be able to sit at computer for long periods of time and have the dexterity to access, enter and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
Employee must possess the ability to lift, carry, push and pull materials and objects weighing up to 25 pounds, hand truck available to assist.
Limited vacation during peak periods
Occasional overnight travel throughout California.
Title: Social Work office assistant
Company: Upper East Side Rehabilitation & Nursing Center
Location: New York, NY
