Principal Responsibilities:

POSITION OVERVIEW

• Maintain organized filing systems, databases, and confidential records.
• Prepare correspondence, reports, presentations, meeting agendas, and minutes.
• Screen and respond to emails, phone calls, and inquiries on behalf of the Managing Director.
• Coordinate internal and external communications.
• Provide on-site and field trip supervision when necessary.
• Track program enrollment, attendance, staffing schedules, and operational data.
• Support compliance with organizational policies, licensing requirements, and grant reporting.
• Monitor deadlines and ensure timely completion of administrative tasks across all program locations.
• Maintain program documentation and operational records.
• Serve as a liaison between the Managing Director, site coordinators, school administrators, parents, and community partners.
• Draft and distribute newsletters, announcements, and other communications.
• Respond professionally to parent and community inquiries.
• Support planning and coordination of meetings, events, and workshops.
• Collect, organize, and analyze program data.
• Prepare monthly, quarterly, and annual reports.
• Assist with budget tracking, purchase orders, invoices, and expense reports.
• Maintain accurate records for grants, contracts, and funding requirements.
• Schedule and coordinate leadership meetings, staff training, and community events.
• Prepare meeting materials and presentations.
• Track action items and follow-up tasks from meetings.
• Assist with logistics for special events and program activities.

POSITION TYPE / EXPECTED HOURS OF WORK

• Full- time position,
• Monday - Friday: 10:00 am - 6:00 pm, with room for flexibility.
• Able to travel to various sites in New York City (mainly Washington Heights and Inwood)

TRAVEL

• Able to travel to various sites in New York City (mainly Washington Heights and Inwood)

COMPENSATION & BENEFITS:

• Compensation range of $65,000-$70,000.
• Generous Paid Time Off (PTO) and competitive benefits package: Health Insurance; Retirement Plan, Optional 403b Plan, Life Insurance, Flexible Spending Account, Commuter Benefit Plan, and Y Fitness Center Membership

Minimum Qualifications:

• Associate's degree required; Bachelor's degree preferred in Business Administration, Education, Nonprofit Management, or a related field.
• Minimum of 2-3 years of administrative support experience.
• Experience in education, youth development, nonprofit, or community-based organizations preferred.
• Experience supporting senior leadership is highly desirable.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Excellent interpersonal and customer service skills.
• Experience with data management and reporting systems preferred.

WORK AUTHORIZATION & CLEARANCE

• Documentation of U.S. citizenship or eligibility to work in the U.S.
• Must pass the background check, medical exams, fingerprinting and other requirements of the Department of Health (DOH), Department of Education (DOE), and Department of Youth and Community Development (DYCD).

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Additional functions and responsibilities may change or may be assigned.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

YM&YWHA of Washington Heights & Inwood provides equal employment opportunities to all individuals regardless of race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Salary:

$65,000 - $75,000

Agency Information:

Established in 1917 as one of the first Jewish community centers in New York City, the YM & YWHA of Washington Heights and Inwood (the Y) is a thriving and visionary not-for-profit human services organization in Northern Manhattan. We welcome people of diverse ethnicities and all ages, from pre-school to older adults, into the Y family with a wide range of educational, recreational and social services and programs that focus on improving the quality of their lives. With a long and distinguished history, the Y is a multi-service community center that is well known for its nurturing environment and non-judgmental philosophy.