Administrative & Communications Assistant

Future Opening: Administrative & Communications Assistant Free food & snacks Position Overview The Urban Health Collaborative (TUHC) is seeking an organized, dependable, and detail-oriented Administrative Assistant to support the day-to-day administrative and operational needs of the organization. The Administrative Assistant will work closely with the Executive Director and staff to help maintain efficient office systems, communication, scheduling, records, and program support. This position will assist with general office administration, calendars and meetings, correspondence, databases, document preparation, supplies, and communication with staff, volunteers, community partners, and members of the public. The Administrative Assistant will also provide support for TUHC programs, events, and special projects as needed. The ideal candidate is professional, responsive, comfortable handling multiple priorities, and able to maintain confidentiality while supporting a community-based nonprofit organization. Key Responsibilities Administrative and Office Support

• Provide general administrative and clerical support to the Executive Director and staff.
• Assist with answering and responding to routine phone calls, emails, messages, and general inquiries.
• Prepare, format, organize, and maintain letters, forms, reports, spreadsheets, presentations, and other organizational documents.
• Maintain organized electronic and physical files and help ensure records are accurate and easy to locate.
• Assist with office supply tracking, ordering, inventory, mailings, copying, scanning, and other routine office needs.
• Support special projects and other administrative tasks assigned.

Scheduling and Meeting Support

• Assist with maintaining organizational calendars, appointments, program schedules, and important deadlines.
• Help schedule internal meetings, partner meetings, interviews, trainings, and other organizational activities.
• Prepare meeting materials, agendas, sign-in sheets, and related documents when requested.
• Take meeting notes or minutes and help organize follow-up items when needed.
• Send meeting reminders, confirmations, and routine follow-up communications.

Records, Databases, and Documentation

• Enter and update information in organizational databases, contact lists, spreadsheets, and tracking systems.
• Maintain accurate records for community partners, volunteers, donors, program participants, and other organizational contacts assigned.
• Assist with organizing documentation needed for programs, grants, reports, reimbursements, and internal records.
• Help collect and organize data and supporting documents for staff reporting and program needs.
• Maintain confidentiality when handling participant, personnel, financial, or other sensitive organizational information.

Program and Event Support

• Assist staff with administrative preparation for community programs, workshops, food distributions, meetings, and special events.
• Help prepare registration materials, attendance lists, informational packets, supplies, and other event documents.
• Support volunteer and intern coordination by sharing schedules, instructions, forms, and routine communications as directed by staff.
• Assist with event setup, check-in, documentation, and follow-up when needed.
• Communicate professionally with community members, partner organizations, vendors, and volunteers.

Qualifications Education and Experience

• High school diploma or equivalent required.
• Associate or bachelor's degree in business administration, Nonprofit Management, Public Health, Communications, Human Services, or a related field preferred.
• Previous administrative, office, customer service, nonprofit, healthcare, education, or community-based experience is preferred.
• Experience supporting multiple staff members, programs, or projects is a plus.

Required Knowledge, Skills, and Abilities

• Strong organizational, time-management, and attention-to-detail skills.
• Strong written, verbal, and interpersonal communication skills.
• Ability to manage multiple assignments, prioritize responsibilities, and meet deadlines.
• Ability to follow instructions, ask questions when needed, and work collaboratively with staff.
• Professional and respectful communication with community members and organizational partners.
• Proficiency with Microsoft Office Suite and Google Workspace.
• Comfort learning organizational databases, scheduling systems, and other technology platforms.
• Ability to maintain confidentiality and exercise good judgment when handling sensitive information.
• Dependable, self-motivated, and able to work both independently and as part of a team.

Preferred Qualifications

• Bilingual candidates, particularly those proficient in English and Spanish, are encouraged to apply.
• Experience working in a nonprofit, public health, education, social service, or community-based organization is preferred.
• Experience with Canva, Adobe, Slack, Monday.com, or similar communication and project-management platforms is a plus.
• Familiarity with Central New Jersey communities and community-based organizations is a plus.

Working Conditions

• This position is primarily office-based and requires regular computer, phone, email, and administrative work.
• The Administrative Assistant may occasionally support community programs and events outside the office.
• Occasional evening or weekend availability may be requested for organizational programming or special events.
• Some local travel may be required depending on program needs.

Hours and Compensation

• Employment Status: Part-time, with the opportunity to transition to full-time hours
• Salary Range: $35,500-$50,000 per year, depending on experience, qualifications, availability, and organizational needs.

Candidate Profile This position is an excellent opportunity for an individual interested in administration, communications, nonprofit operations, public health, or community-based work. The Administrative/Communications Assistant will gain hands‑on experience supporting day‑to‑day office operations, internal and external communications, scheduling, recordkeeping, outreach, and program coordination. The role will also provide opportunities to work with staff, community partners, and organizational leadership while helping strengthen TUHC’s communication, organization, and overall effectiveness. Flexible work from home options available. Compensation: $35,000.00 - $50,000.00 per year #J-18808-Ljbffr Urban Health & Education Consultants, LLC