Administrative Assistant

Administrative Assistant at JASA

Shift Schedule: MondayFriday, 9:00 AM 5:00 PM

Work Location: 1525 Unionport Road Apt #ME, Bronx, NY 10462

Why You'll Love Working at JASA

JASA is one of NYC's largest and most trusted nonprofits serving older adults. Our dedicated professionals help improve the lives of thousands of seniors through impactful, mission-driven work.

• Meaningful Impact: Be the welcoming face and voice of JASA, creating a supportive, organized, and dignified environment for older adults accessing vital community services.
• Collaborative Environment: Work closely with Program Directors, site staff, and central departments to keep daily site operations and fiscal documentation moving smoothly.
• Operational Growth: Serve as the core administrative anchor for program logistics, participant registration, purchasing paperwork, and agency communications.

What You'll Be Doing

The Program Receptionist / Administrative Assistant plays a vital role in keeping program site operations running efficiently and seamlessly. Working under the direction of the Program Director, you will manage front-desk reception, assist clients and visitors, process accounts payable documentation, and handle everyday clerical functions. This role requires exceptional interpersonal skills, high discretion, and proficiency in Microsoft Office to support JASA's mission of empowering NYC seniors.

You will be responsible for the full lifecycle of site administrative operations, maintaining strict client confidentiality and ensuring adherence to internal accounting and record-keeping procedures.

• Reception & Client Services: Establish an efficient reception workflow; greet clients, answer and route switchboard calls, take messages, and register new members for programmatic events and activities.
• Fiscal & Accounts Payable Support: Process and submit purchasing receipts and requisite paperwork in strict accordance with Accounts Payable procedures; maintain audit-ready filing systems for all procurement documentation.
• Administrative & Clerical Support: Draft, proofread, and format letters, memos, proposals, and programmatic reports; handle confidential memoranda and correspondence for the Program Director.
• Data & Reporting: Compile statistical reports, attendance metrics, and participant data under supervisor direction to support program reporting.
• Inventory & Mail Logistics: Maintain office supply inventory, prepare orders for supplies and equipment, and sort and distribute incoming mail and packages.
• Community Liaison: Contact outside agencies to solicit information, resources, and operational assistance as requested.

What You'll Need

• Experience: Minimum of 2 years of professional clerical and/or administrative experience required; experience in a non-profit, social service, or senior care environment is a plus.
• Education: High School Diploma or GED equivalent required.
• Technical Expertise: Literacy in Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn program-specific software and registration databases.
• Core Skills: Excellent verbal and written English communication skills, strong grammar and spelling, and solid basic arithmetic skills for inventory and receipt tracking.
• Work Style: Demonstrated sensitivity to the needs of older adults, strong multi-tasking skills, and high integrity for handling confidential client and executive information with discretion.

Benefits at a Glance

JASA offers a comprehensive benefits package designed to support your well-being and future:

• Health & Wellness: Medical (choice of 3 medical plans), dental, and vision coverage at low cost, plus Employee Wellness Programs and an EAP.
• Retirement Savings: 403(b) plan with Roth option and an employer-funded pension.
• Generous Time Off: Four weeks of vacation, plus holidays, floating holidays, and sick days.
• Professional Development: Opportunities for learning, growth, and career advancement.

EEO Statement: JASA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other protected classification under federal, state, or local law.

SUBJECT TO REVIEW FOR PURPOSES OF ADAAA #HP