Job Abstract

Harlem Children’s Zone (HCZ) — a world-renowned education and poverty-fighting organization based in New York — seeks an enthusiastic, dedicated, and mission-aligned Administrative Assistant with the Facilities Department.

The Administrative Assistant will bring a passion for the mission of Harlem Children’s Zone: break the cycle of intergenerational poverty with comprehensive, on-the-ground programming that builds up opportunities for children and families to thrive in school, work, and life.

Reporting to the Facilities Director, the Administrative Assistant is responsible for overseeing the administrative aspects of the Facilities team. The ideal candidate must be comfortable working in a fast-paced environment and balance the ability to work independently with effective collaboration between the Facilities team and the organization.

For more information, check out Want to Work at Harlem Children’s Zone? Here’s 7 Things You Need to Know.

Minimum Qualifications

• 3+ years of related professional experience
• Bachelor’s degree preferred

Who You Are

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook
• Strong scheduling and calendar management skills
• Proven success in administering multiple projects simultaneously and prioritizing workload
• Excellent project and time management skills
• Impeccable attention to details and deadlines
• Excellent communication skills, including written and oral communication skills
• Proven ability to work with a diverse staff
• Resourcefulness, creativity, and strong problem-solving skills is a plus
• Experience with vendor management and contract negotiation.
• Flexibility to work outside regular office hours if needed.
• Facilities management experience is a plus.

What You’ll Do

Administrative Duties:

• Maintain employee information, coordinate new hire onboarding and tracking process.
• Oversee and ensure appropriate documentation is completed for current licensure, annual in service and policy procedure in service updates.
• Assist with training coordination, including obtaining materials for the Facilities team.
• Assist with time management system (Ulti-Pro).
• Develop and implement office policies and procedures.
• Create and maintain facilities folders for documentation.
• Plan and execute office events and activities.
• Calendar Management:
  • Manage the Director’s calendar
  • Manage the Events calendar across the department
  • Establish and maintain internal HCZ departmental relationships
  • Act as Department HR liaison
  • Set up and coordinate meetings and conferences, both internal and external to HCZ
  • Responsible for updating department databases, including inventory, staffing and others as requested
• Vendor Management and Billing Entries & Orders
  • Liaise with vendors and service providers for Facilities and organizational needs.
  • Communicate with vendors for billing inquiries.
  • Submit Purchasing orders for supplies, uniforms, etc.
  • Responsible for processing and submitting Facilities invoices from vendors into the Coupa system. Also, reimbursements and other general expenses as directed in a timely manner.
• Assist Facilities Director to keep current call list for FDNY monitoring company for fire emergencies.
• Assist Director and Compliance Department with health and safety regulations.
• Assist Director with building key access for all locations.
• Manage the Fresh Works ticket request system to dispatch for departments and support issues.
• Assist with Fleet Management (registration renewals, request, parking violations, etc.)
• Support with special projects and tasks assigned by the Director.
• Perform other duties as assigned

Schedule

• Monday – Friday (9a – 5p)

Benefits

As a member of the Harlem Children's Zone team, you will join a supportive and inclusive community dedicated to helping children, families — and our staff — thrive. We offer highly competitive salaries, a comprehensive benefits package, and opportunities for growth.

Our exceptional full- time benefits include:

• Highly competitive base salaries
• Paid time off
• Employee referral bonus
• Career advancement
• No-cost health insurance
• Life Insurance
• Short-and long-term disability
• Additional voluntary benefits
• Wellness discounts
• Commuter benefits
• Financial wellness perks
• Additional Benefits (Discounts on flights, hotels, theme parks, concert tickets, and more.)

The salary range for this position is $50,000 per year. To be considered, interested applicants should apply directly through the posting. No telephone inquiries or recruiters, please. Replies will only be sent to qualified applicants. Harlem Children's Zone is an Equal Opportunity Employer.