Administrative Assistant Position

Job Type

Full Time

Published

11/06/2018

Address

New York
New York
United States

Description

Ramapo for Children, located in midtown Manhattan, is an innovative youth-service agency serving high-risk children and those with special needs. We are seeking an administrative assistant to assist with the clerical function and ensure the efficient operation of the NYC office. This position is ideal for an enthusiastic professional who takes initiative and works well in a collaborative environment.


About the position:

The administrative assistant is essential to the smooth functioning of day-to-day operations. In addition to the many responsibilities listed below, the Administrative Assistant is the first person that visitors encounter upon entering or calling Ramapo’s office. Our administrative assistant has a profound impact on the perception outsiders have of our organization and is expected to model the core tenets of the Ramapo model.


Responsibilities:

●    Provide general office administrative support by:

●       Create a welcoming atmosphere to visitors by maintaining a orderly reception area, kitchen, and pantry area

●       Greet and check-in participants for Department of Youth and Community Development (DOE) for workshops in Ramapo’s New York City office

●       Be the primary person responsible for answering and directing all calls to Ramapo’s office

●       Sort and distribute all incoming mail including incoming deliveries from FedEx, UPS, etc

●       Oversee the management of Ramapo’s internal conference room, all staff calendar, and training team calendar

●       Act as the liaison with external vendors (ie, Ramapo’s IT consultants, phone provider, copier company, etc) and troubleshoot issues with office equipment and technology (ie, digital phone system, video conferencing equipment, copier, etc)

●       Organize all internal office staff birthday parties, going away parties, as well as holiday celebrations

●       Assist in tracking office supplies including general supplies, printer ink, coffee, etc. In addition, alert the Communication and Ramapo Training teams when promotional materials need to be reordered.

●       Assist in mailing, filing, photocopying and faxing as needed

●       Oversee the office assistant in day to day tasks, and weekly schedule

●       Maintain, update, and distribute the office contact list and email lists


●    Provide support to the overall Ramapo Training program by:

●       Responsible for the preparation and shipment of a high volume material for external workshops, internal staff events, as well conferences with support from office assistant when needed

●       Provide administrative support of the Consortium for Learning & Services for Special Populations (CLASSP) by ordering refreshments, preparing and shipping course handouts

●       Responsible for accurately filing of all programmatic documentation for Ramapo Training


Qualifications:

●    Must be a customer service focused professional who is proactive, self-motivated and organized with a positive and friendly attitude

●    1-2 years of experience

●    Excellent oral and written communication skills

●    Excellent telephone etiquette with patience and compassion when communicating with callers

●    Experience with Microsoft Office (Excel, Word and Outlook) required

●    Experience with Salesforce preferred

●    Excellent attention to detail

●    Bilingual speaker preferred 

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

To apply please send cover letter and resume to cdepay@ramapoforchildren.org and colver@ramapoforchildren.org


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