What are the responsibilities and job description for the Administrative Assistant position at HANAC, Inc.?
Administrative Assistant
Hourly Rate: $18.03 per hour, commensurate with experience.
Department: Youth Workforce Development Reports To: Program Director and/or Program Coordinator
FLSA Status: Part-Time, Non-exempt Hourly Schedule: Part-Time, 20 hours per week
Work Schedule: Flexible schedule based on program needs. Hours may include school-day programming, after-school activities, occasional evenings, and special events. Employees are required to work in-person a minimum of four (4) days per week, with one remote workday subject to supervisor approval and program needs.
Work Location: Q258 Energy Tech High School 36-41 28th Street Long Island City, NY 11106
About HANAC, Inc.
HANAC, Inc. – originally founded by George Douris as the Hellenic American Neighborhood Action Committee – is a New York City-based multi-faceted social services organization. The organization was founded in 1972 to serve the needs of vulnerable populations throughout New York City.
Job Summary:
The Administrative Assistant provides administrative, operational, and programmatic support to the Learn & Earn Program. This position is responsible for maintaining participant records, supporting enrollment and payroll processes, coordinating communications, scheduling meetings and activities, and ensuring accurate program documentation. The Administrative Assistant serves as a key point of contact for participants, parents, staff, and external partners while helping ensure compliance with program requirements and agency policies.
This role requires excellent organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced youth development environment.
Program Goals:
The Learn & Earn Program is designed to prepare youth and young adults for future educational and career success through work-based learning experiences, career exploration, and skill development opportunities.
Essential Duties and Responsibilities:
Administrative & Program Support
• Provide administrative support to the Learn & Earn Program team.
• Prepare correspondence, reports, spreadsheets, presentations, and other program-related documents.
• Answer, screen, and direct incoming phone calls, emails, and inquiries.
• Maintain accurate participant files and electronic records in accordance with program and agency requirements.
• Assist with participant enrollment, eligibility verification, data entry, and document collection.
• Monitor and track participant attendance, timesheets, payroll documentation, and evaluations.
• Support payroll verification and ensure timely submission of participant payroll information.
• Schedule meetings, orientations, workshops, and worksite visits.
• Prepare program materials, participant packets, sign-in sheets, and other administrative documents.
• Assist with data collection, reporting, and program performance tracking.
• Maintain confidentiality of participant and agency information.
• Assist with collection, review, and verification of participant eligibility documentation.
• Track participant milestones, worksite placements, and program outcomes.
• Maintain participant records in accordance with DYCD, HANAC, and audit requirements.
Qualifications
Education & Experience:
• High School Diploma or GED required.
• Associate's degree in Business Administration, Human Services, Education, or a related field preferred.
• Minimum one (1) year of administrative support experience required.
• Experience working in workforce development, youth services, education, nonprofit organizations, or human services preferred.
• Experience working with high school-aged youth and young adults preferred.
• Experience maintaining confidential records and databases preferred.
Knowledge, Skills & Abilities:
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and data tracking systems. Experience with online databases, participant management systems, and virtual meeting platforms preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Ability to exercise sound judgment, professionalism, and discretion.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaboratively as part of a team.
• Bilingual English/Spanish preferred.
Hourly Rate: $18.03 per hour, commensurate with experience.
Department: Youth Workforce Development Reports To: Program Director and/or Program Coordinator
FLSA Status: Part-Time, Non-exempt Hourly Schedule: Part-Time, 20 hours per week
Work Schedule: Flexible schedule based on program needs. Hours may include school-day programming, after-school activities, occasional evenings, and special events. Employees are required to work in-person a minimum of four (4) days per week, with one remote workday subject to supervisor approval and program needs.
Work Location: Q258 Energy Tech High School 36-41 28th Street Long Island City, NY 11106
About HANAC, Inc.
HANAC, Inc. – originally founded by George Douris as the Hellenic American Neighborhood Action Committee – is a New York City-based multi-faceted social services organization. The organization was founded in 1972 to serve the needs of vulnerable populations throughout New York City.
Job Summary:
The Administrative Assistant provides administrative, operational, and programmatic support to the Learn & Earn Program. This position is responsible for maintaining participant records, supporting enrollment and payroll processes, coordinating communications, scheduling meetings and activities, and ensuring accurate program documentation. The Administrative Assistant serves as a key point of contact for participants, parents, staff, and external partners while helping ensure compliance with program requirements and agency policies.
This role requires excellent organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced youth development environment.
Program Goals:
The Learn & Earn Program is designed to prepare youth and young adults for future educational and career success through work-based learning experiences, career exploration, and skill development opportunities.
Essential Duties and Responsibilities:
Administrative & Program Support
• Provide administrative support to the Learn & Earn Program team.
• Prepare correspondence, reports, spreadsheets, presentations, and other program-related documents.
• Answer, screen, and direct incoming phone calls, emails, and inquiries.
• Maintain accurate participant files and electronic records in accordance with program and agency requirements.
• Assist with participant enrollment, eligibility verification, data entry, and document collection.
• Monitor and track participant attendance, timesheets, payroll documentation, and evaluations.
• Support payroll verification and ensure timely submission of participant payroll information.
• Schedule meetings, orientations, workshops, and worksite visits.
• Prepare program materials, participant packets, sign-in sheets, and other administrative documents.
• Assist with data collection, reporting, and program performance tracking.
• Maintain confidentiality of participant and agency information.
• Assist with collection, review, and verification of participant eligibility documentation.
• Track participant milestones, worksite placements, and program outcomes.
• Maintain participant records in accordance with DYCD, HANAC, and audit requirements.
Qualifications
Education & Experience:
• High School Diploma or GED required.
• Associate's degree in Business Administration, Human Services, Education, or a related field preferred.
• Minimum one (1) year of administrative support experience required.
• Experience working in workforce development, youth services, education, nonprofit organizations, or human services preferred.
• Experience working with high school-aged youth and young adults preferred.
• Experience maintaining confidential records and databases preferred.
Knowledge, Skills & Abilities:
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and data tracking systems. Experience with online databases, participant management systems, and virtual meeting platforms preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Ability to exercise sound judgment, professionalism, and discretion.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaboratively as part of a team.
• Bilingual English/Spanish preferred.
Salary : $18