Administrative Associate

at  Catholic Charities Community Services

SUMMARY:

Catholic Charities of New York is searching for an Administrative Associate to join our Department of Public and Community Engagement. Reporting to the Director of Government Relations and the Director of Parish and Community Engagement. The Administrative Associate will manage the central administrative duties of the department and will coordinate with the Director of Government Relations and the Director of Parish & Community Engagement to support and advance departmental goals within the office of the Executive Director.
This position is ideal for a self-starter that can work independently and is also a team player. The candidate should have great communication, coordination, and project management skills. Attention to detail is a must. Must have the ability to work on multiple projects simultaneously, adapt to changing priorities, abide by deadlines, and follow internal and external procedures and protocols.

QUALIFICATIONS

Education and/or experience required:

• Bachelor’s degree required
• 3-5 years office experience, preferably in human services or government.

Skills, Licenses, and/or competencies required:

• Project management skills
• Ability to multitask and focus on the projects at hand.
• Bi-lingual a plus

Required Administrative skills:

• Being able to coordinate multiple projects simultaneously.
• Schedule in-house and external meetings.
• Coordinate with external organizations and in-house administrative personnel to plan executive level staff attendance and participation in conferences and events. Tasks include but are not limited to booking travel and accommodation. Drafting agendas, programs, and presentations.
• Process and report department expenses and work with the finance department to submit invoices for payment.
• Prepare spreadsheet with important contact information and organize date base.
• Collaborate with various departments, such as finance, marketing, Catholic Charities Community Services, and our various agencies to complete tasks

Desired interpersonal skills:

• Being able to adapt to a fast paced and changing work environment.
• Be a good communicator.
• Excellent interpersonal skills.
• Ability to take feedback and adjust accordingly

ADMINISTRATIVE ASSOCIATE ROLE

Reporting to the Director of Government Relations and the Director of Parish and Community Engagement, the Administrative Associate will manage the central administrative duties of the department and coordinate priorities based on the departmental needs, related to our government relations, community relations and parish engagement responsibilities.

Essential Duties and Responsibilities include the following (Other duties may be assigned):

• Prepare agendas for staff meetings or other Public Affairs hosted meetings, take meeting notes, and circulate minutes.
• Liaise with other Catholic Charities departments/federation agencies and act as first point of contact for other departments.
• Coordinate logistics for special events, including sending invitations, coordinating vendor services, ordering, and distributing event giveaways, setting up event room furniture.
• Coordinate government compliance training and submissions, prepare quarter lobbying reports.
• Prepare background information and other tools for meetings/events and distribute to attendees.
• Schedule meetings and maintain both Director’s calendar.
• Coordinate work of the different offices within the department and serve as point person for ongoing projects.
• Perform data entry, ensure database, office metrics and contact lists are accurate and up to date.

Required Administrative skills:

• Being able to coordinate multiple projects simultaneously.
• Schedule in-house and external meetings.
• Coordinate with external organizations and in-house administrative personnel to plan executive level staff attendance and participation in conferences and events. Tasks include but are not limited to booking travel and accommodation. Drafting agendas, programs, and presentations.
• Process and report department expenses and work with the finance department to submit invoices for payment.
• Prepare spreadsheet with important contact information and organize date base.
• Collaborate with various departments, such as finance, marketing, Catholic Charities Community Services, and our various agencies to complete tasks.

Desired interpersonal skills:

• Being able to adapt to a fast paced and changing work environment.
• Be a good communicator.
• Excellent interpersonal skills.
• Ability to take feedback and adjust accordingly.

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Remain stationary at a workstation and use a computer at least 75% of the time.
• Ability to operate standard office equipment i.e., copier, fax, scanner, postage machine and printer.
• Ability to use and respond to phone calls
• Ability to file client documents in cabinet
• Ability to lift up to 20 pound