Administrative Assistant

Reports to: Shelter Director

Classification: Non-Exempt

Location: Bronx, NY

Status & Hours: This is a full-time position, which may include some evenings. Lantern staff may be asked to change the work schedule and hours depending on the operational needs of the site and the agency.

Who We Are:

Lantern Community Services helps New Yorkers impacted by homelessness move from surviving to thriving by pairing safe, supportive housing with wraparound services that build lasting stability and independence. If you believe a steady home can be the start of everything else, you’ll fit right in with our mission-first team. Lantern was also recognized as a Top 2025 Workplace by City & State New York—a great place to do meaningful work with people who care.

Where You Will Work: Hudson Bay is a brand-new, all-female shelter in the Bronx housing 200 women aged 55 and older.

About The Role: The Administrative Assistant provides administrative support to a mental health and general population shelter in Queens. Responsibilities include maintaining documentation and reports, supporting daily program operations, and assisting staff with administrative tasks. This position reports to the Shelter Director and plays a key role in ensuring organized, efficient, and compliant program administration.

Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Perform general administrative duties to support daily shelter operations.

• Maintain efficient office workflow by adhering to established administrative procedures and policies.

• Organize and maintain client and staff documentation to ensure compliance with contractual and regulatory requirements.

• Assist with the distribution and posting of required shelter communications and notices to keep residents informed.

• Schedule and coordinate team meetings (Staff, Clinical, Housing, Incident Review), and record and distribute meeting minutes.

• Monitor staff compliance with required trainings and certifications.

• Track program compliance with required documentation and reporting deadlines.

• Prepare reports, correspondence, policies, procedures, and interoffice communications as needed.

• Maintain bulletin boards and required regulatory postings.

• Assist with inventory management and ordering of office and program supplies.

• Process and track check requests, petty cash, and MetroCards.

• Support the maintenance of office equipment and coordinate vendor services as needed.

• Perform other related duties as assigned.

Required Qualifications:

• High School Diploma, HSE, or GED required.

• Minimum of two (2) years of administrative or office management experience required.

• Proficiency in Microsoft Word, Excel, and PowerPoint.

• Strong written, verbal, and organizational skills.

• Ability to work effectively under pressure and maintain flexibility in scheduling.

Preferred Qualifications:

• Associate’s or Bachelor’s degree from an accredited institution preferred.

• Bilingual English/Spanish preferred.

• Experience with electronic case management systems.

• Knowledge of HIV/AIDS, mental health, substance use, and chronic homelessness service systems preferred.

Work Environment: This job operates in a shelter environment and works with a population who may experience mental illness, substance use, disability, HIV/AIDS, and other chronic illnesses. Occasional travel throughout New York City may be required for training or meetings.

Physical Demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs, and/or kneel. The employee must use their hands to type, handle, or feel and frequently talk or hear. Occasionally, the employee may lift and/or move up to 10 pounds.

Note: Lantern Community Services provides equal employment opportunities to all employees and applicants for employment. Lantern Community Services values the diversity of all our clients, staff, Board of Directors, and partners.