Program Administrative

Yonkers Community Action Program, Inc. (YCAP) Program

Salary Range: $45,000 – $50,000 (Full-Time, Non-Exempt)

Position Title: Programs Administrative 

Reports to: Deputy Director / Program Lead

Distinguishing Features of the Position

Yonkers Community Action Program, Inc. (YCAP) is seeking a highly organized and detail-oriented professional for the position of Programs Administrative. The purpose of this position is to provide administrative and operational support to multiple YCAP initiatives, including but not limited to:Invisible Wounds, State Opioid Response (SOR), and Workforce Innovation and Opportunity Act (WIOA) programs.

The Programs Administrative Coordinator plays a key role in ensuring the smooth operation of program activities, maintaining accurate documentation, coordinating communications, and assisting with fiscal and reporting responsibilities. The ideal candidate is proactive, dependable, and committed to the agency’s mission of empowering individuals and strengthening communities through coordinated social service programs.

Work is performed under the general supervision of the Deputy Director and/or Program Lead. 

Programs Administrative Coordinator Responsibilities

• Provide administrative support to multiple programs, including scheduling, filing, and correspondence.

• Maintain organized records, reports, and participant files in compliance with program and funding requirements.

• Assist with data entry into agency databases and tracking systems to ensure timely and accurate reporting.

• Support program staff in the preparation of materials, outreach documents, and presentations.

• Assist with procurement, invoice processing, and expense tracking related to program budgets.

• Coordinate logistics for meetings, workshops, trainings, and community events.

• Communicate with participants, partners, and vendors to provide program information and support.

• Prepare and distribute internal communications, updates, and reports as needed.

• Ensure confidentiality and compliance with all YCAP policies and funding regulations.

• Perform other duties as assigned to support program and agency objectives.

Associated Tasks

• Serve as a liaison between program staff, administrative departments, and external partners to ensure efficient communication and workflow.

• Support the Deputy Director and Program Lead in tracking program deliverables and meeting reporting deadlines.

• Monitor inventory of program materials and supplies, and coordinate procurement as needed.

• Maintain accurate filing systems (electronic and hard copy) for audits, reports, and compliance reviews.

• Assist in the development and editing of outreach materials, presentations, and participant communications.

• Demonstrate discretion, good judgment, and professionalism when handling sensitive or confidential information.

Minimum Qualifications

Either:

A. Graduation from a regionally accredited or New York State registered college or university with an Associate degree in Business Administration, Human Services, or a related field, and at least two (2) years of administrative or program support experience, preferably in a nonprofit or community services setting; OR

B. A combination of education and relevant experience equivalent to the above.

Preferred Skills

• Bachelor’s degree in Business Administration, Human Services, or related field.

• Strong organizational and time management skills with attention to detail and accuracy.

• Ability to effectively multitask and prioritize responsibilities in a fast-paced environment.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with databases or data entry systems.

• Knowledge of nonprofit operations, program reporting, and funding compliance preferred.

• Ability to work both independently and collaboratively within a team setting.

• Professional demeanor, discretion, and strong commitment to YCAP’s mission and values.

Special Requirement

• Eligibility for and possession of a valid New York State Driver’s License may be required.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.