Administrative Assistant Coordinator

Job Description

Job Description

UCA Mission Alignment

The Administrative Assistant supports Urban Community Alliance's mission by helping ensure the organization's daily operations run efficiently and effectively. Through accurate administrative support, professional communication, organized recordkeeping, and responsive customer service, this position enables staff and leadership to focus on delivering high-quality, trauma-informed services to individuals, youth, and families. By contributing to a well-organized and welcoming office environment, the Administrative Assistant plays an important role in advancing UCA's commitment to strengthening communities, fostering meaningful partnerships, and improving outcomes for those we serve.

Position Summary

Urban Community Alliance (UCA) is seeking an organized, dependable, and customer-focused Administrative Assistant to provide day-to-day administrative support to the Executive Director and assist with the efficient operation of the organization's office. This position is responsible for routine clerical, scheduling, and communication tasks that help support staff, visitors, and organizational activities.

The Administrative Assistant plays an important support role by maintaining organized records, preparing documents, coordinating schedules, and assisting with office operations while ensuring a professional and welcoming environment.

Essential Duties and Responsibilities

Administrative Support

● Provide general administrative support to the Executive Director and leadership team.

● Answer and direct incoming phone calls, emails, and visitors professionally.

● Schedule meetings and assist with maintaining calendars.

● Prepare meeting agendas, print materials, and organize meeting packets.

● Draft, proofread, and format routine correspondence, reports, and forms.

● Maintain electronic and paper filing systems.

● Scan, copy, file, and distribute documents as needed.

● Maintain office supplies and assist with ordering routine materials.

● Coordinate conference room reservations and meeting logistics.

Office Operations

● Welcome guests and assist visitors in a professional manner.

● Assist with incoming and outgoing mail.

● Help maintain organized office records and administrative files.

● Support office organization and ensure common areas remain presentable.

● Assist with maintaining contact lists and organizational directories.

Program & Staff Support

● Assist program staff with preparing participant packets and administrative forms.

● Support scheduling for trainings, staff meetings, and organizational events.

● Assist with data entry and document organization.

● Help maintain confidential participant and organizational records.

● Provide administrative assistance for special projects as assigned.

Communication Support

● Prepare routine emails and correspondence for review.

● Assist with internal communications and staff announcements.

● Support the distribution of organizational materials and documents.

● Respond to routine inquiries or direct them to the appropriate staff member.

Minimum Qualifications

● High school diploma or equivalent required.

● Associate degree or administrative certificate preferred.

● One to three years of administrative or office support experience.

● Strong organizational and time-management skills.

● Excellent written and verbal communication skills.

● Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace.

● Ability to maintain confidentiality and exercise professionalism.

● Ability to manage multiple tasks while meeting deadlines.

Preferred Skills

● Experience working in a nonprofit or community-based organization.

● Familiarity with electronic filing systems and office equipment.

● Customer service experience.

Physical Requirements

● Frequently sit, stand, walk, and use standard office equipment.

● Ability to work at a computer for extended periods.

● Occasionally lift or move up to 25 pounds.

● Ability to file, organize materials, and assist with routine office tasks.

Urban Community Alliance (“UCA”) is the rebranded organization formed by the merger of New Haven Family Alliance (NHFA) and Veterans Empowering Teens Through Support (V.E.T.T.S.TM).

UCA’s mission is to empower families of color to develop healthy attachments and promote physical, emotional, social, and spiritual well-being while developing a positive connection to their communities. UCA has three central beliefs: support self-reliance, nurture healthy families, and bolster civic engagement.

Company Description

Urban Community Alliance (“UCA”) is the rebranded organization formed by the merger of New Haven Family Alliance (NHFA) and Veterans Empowering Teens Through Support (V.E.T.T.S.TM). \r\n\r\nUCA’s mission is to empower families of color to develop healthy attachments and promote physical, emotional, social, and spiritual well-being while developing a positive connection to their communities. UCA has three central beliefs: support self-reliance, nurture healthy families, and bolster civic engagement.