FULL-TIME ADMINISTRATIVE ASSISTANT AND CLIENT ENGAGEMENT SPECIALIST

About Ariva

At Ariva, we exist to help residents of New York City build financially empowered and prosperous lives. Our mission is to bring economic justice, opportunity and inclusion to our Bronx neighbors and other underserved communities across New York City. We offer free comprehensive financial capabilities services and free income tax assistance at locations around New York City. Information on our projects and programs can be found at www.ariva.org

Our goal is to understand the needs and experiences of the people we serve. We are grateful to be part of a network of change-makers, and our staff, volunteers, and community partners offer honesty and reliability in every exchange, offering care, kindness, and hope throughout every interaction.

If our work and culture are a fit for you, we urge you to join our team!

Position Description

We are now actively recruiting an experienced Administrative Assistant and Client Engagement Specialist (Administrative Assistant) to work in our Microentrepreneur Support Project.

The Administrative Assistant has experience in administrative functions such as scheduling, data entry, and reporting. They assist clients with the scheduling process from start to end, ensuring they receive accurate information and appointment reminders, and direct assistance as needed. The Administrative Assistant also supports the program’s outreach and client registration process.

The Administrative Assistant is an experienced office support professional with a demonstrated ability to work independently with minimal supervision. They work closely with the Program Manager to assist the Entrepreneurship Support Program and to ensure the program adheres to the highest standards of customer service.

This position is 100% in person. The average work week is 40 to 42.5 hours including daily 30-minute meal breaks. During the very busy income tax filing season, staff are expected to work the maximum of 42.5 hours weekly, including some evening and weekend hours. Occasional evening and weekend hours may be required at other times of year as well.

Face-to-face in-person service is an essential component of this position; the Administrative Assistant will be working 100% in person in one of Ariva’s offices. All staff must be vaccinated against COVID-19 and must follow the health and safety procedures in our offices.

Responsibilities

Scheduling Management, Registration, and Reporting

· Manage scheduling system, and coordinate staff schedules and times with the Program Manager.

· Support clients through the entire scheduling process, by receiving incoming phone calls or assisting walk-in clients, booking clients directly for workshops or one-on-one counseling/coaching sessions, and ensuring all questions are answered.

· Call clients daily to confirm appointments and/or reschedule appointments.

· Accurately inputting requested data into program CRM system (s).

· Support the Program Manager in reporting tasks as needed.

· Conduct initial assessments and review eligibility.

· Complete full intake and enrollments with clients.

Outreach Promotion and Client Engagement

· Serve as an advocate for the Entrepreneurship program, providing information to individuals who call in, walk in, or express interest in learning more at community events.

· Liaise with partners to provide updates about business coaching sessions and workshops.

· Assist in planning for events such as community meetings, block parties, health fairs and local business fairs to promote the program for prospective and current entrepreneurs.

· Conduct telephone, written, and face to face outreach and engagement activities.

· Ensure marketing materials are displayed at sites and to be distributed during events.

· Provide outreach at other community events targeting small businesses and microentrepreneurs.

· Implement SMS outreach campaigns by following up with interested clients who respond via text and/or phone.

· Contact previous clients to schedule follow-up appointments.

Program Integration

· Ensure marketing materials for entrepreneurship counseling and workshops, financial counseling, and tax preparation programs are displayed at Ariva’s office.

· Actively promote entrepreneurship counseling services to Ariva’s tax clients and directly schedule appointments.

· Call Ariva tax clients interested in entrepreneurship counseling to schedule appointments with the entrepreneurship support program.

Additional tasks

· Assist with administrative responsibilities as needs arise.

· Maintain outreach logs and complete tracking tools in a timely manner.

· Attend and engage in team and external meetings.

· Attend training and professional development as and when required.

· Other responsibilities to be assigned based on program needs.

Core Competencies:

· Bachelor’s degree desirable, relevant experience may serve as a substitute.

· Must be bilingual English/Spanish.

· Have extraordinary customer service skills and high standards of professionalism.

· Must present a highly professional appearance and demeanor; must adhere at all times to Ariva’s dress code (business casual).

· Must be responsible, reliable, and punctual. It is critical that staff come to work on time and as scheduled.

· Excellent oral communication, interpersonal, and organizational skills required.

· Computer-literate; comfortable with data management, data entry, and reporting.

· Familiarity with CRMs.

· Able to implement directions while working with some independence. The Administrative Assistant and Client Engagement Specialist must be adept at managing many multiple tasks, efficiently and on deadlines, in a busy work environment.

· A demonstrated commitment to and experience working with low-income people and in low-income communities.

· Cultural competence to provide services to the diverse members of our community.

· Willing and able to be flexible in their work schedule; able to accommodate evening and weekend hours.

Salary: Starting at $45,000, depending on experience. Ariva offers full-time employees subsidized health and dental insurance, generous paid time off and other benefits.

Schedule: This full-time position requires some flexibility to work some evenings and Saturdays.

To Apply: Interested candidates should email a cover letter and resume to Sharon Fortis at sfortis@ariva.org.

Posting will remain open through April 24, 2024.

Ariva, Inc. is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person