Administrative Assistant

Job Scope: The Administrative Assistant supports Bronx Family Network’s shelter operations by balancing essential administrative responsibilities with resident-centered recreational programming. This role maintains records, office systems, documentation, supplies, schedules, and communication with DHS, Social Services, staff, residents, and community partners. In addition, the position plans, coordinates, promotes, and supports recreational, educational, wellness, cultural, and community-building activities that encourage client engagement, socialization, personal growth, stress management, and positive use of shelter space. This role helps ensure organized daily operations while contributing to a safe, welcoming, and supportive environment for residents and families. Duties and Responsibilities: Plan and coordinate recreational activities which include, but are not limited to arts, exercise, personal growth, and stress management programs. Engage with external and/or community organizations to secure resources like service linkages and field trip opportunities. Publicize events through the creation of flyers and newsletters including the utilization of bulletin boards. Assist in obtaining and providing a daily headcount, process new client intake forms and gather required documentation. Verify and escort clients to Social Services appointments. Ensure that the office runs smoothly while working collaboratively and maintain a positive work environment. Ensure all check requests, petty cash, and billing are completed accurately and submitted. Answer telephone, take messages, and direct calls to appropriate parties. Assist non-clerical staff with clerical work (i.e., data collection and data verification). Maintain monthly inventory log of items purchased, transferred, damaged, or discarded. Design and develop visuals within shelter space that promote cultural, seasonal, and/or programmatic themes. Foster a nurturing and welcoming environment for all residents including those with special needs. Monitor, assist, and escort families in all activities. Works collaboratively with Director of Operations (DO), Director of Social Services (DSS), and Program Director (PD) to provide crisis intervention in an emergency. Create, maintain, and distribute a monthly event calendar within the facility. Maintain and monitor activity logs and participation tracking. Collect and provide residents with clothing and personal items as needed. Attend and participate in staff meetings, committee meetings, conferences, and in-service training as required. Maintain and organize supporting documents such as receipts, invoices, or packing slips. Assist non-clerical staff when needed and provide general clerical support. Resolve issues with items purchased, vendors, and deliveries in a timely manner. Check and respond to work-related emails daily to ensure timely communication and awareness of important updates, assignments, and organizational notices. Report to, and meet with, the supervisor monthly. Complete program reports monthly or more frequently as required. Perform additional duties as assigned by the supervisor. Qualifications: High School Diploma or GED required. Associate or bachelor’s degree from an accredited Institution. 1- 2 years of administrative experience working with individuals in homeless shelters or underserved populations. Excellent interpersonal skills; computer proficiency; excellent writing and verbal skills. Proficiency in Microsoft Suite/ Office 365 and other standard business technology. Demonstrate an ability to interact with clients of different races, ethnicities, ages, and sexual orientations in a multicultural environment, as well as an ability to multi-task and work under pressure. Bilingual- (Spanish / English) is preferred.