Administrative Assistant

The Administrative Assistant will support the Learn and Earn Program by assisting with program materials, scheduling, organizing meetings, and ensuring a smooth flow of information. This role requires discretion, judgment, and the ability to work independently while maintaining strong administrative and organizational oversight. The Administrative Assistant may be required to train and supervise other clerical personnel.

Additionally, the individual in this position will help youth make informed decisions about their future by supporting orientations, workshops, and project-based learning activities.

The program goals include:

• Develop participants’ work readiness, social, and job skills
• Provide a safe and structured learning environment
• Ensure compliance with agency policies and procedures
• Support programmatic record-keeping and reporting
• Assist with program outreach and engagement

Rate of Pay: $16.50 - $19.00 per hour

Work Schedule: Monday to Friday, 2 pm - 6 pm. Schedule is TBD and subject to change. 
Location: Q258 Energy Tech High School 36-41 28th St, Long Island City, NY 11106

Responsibilities: 

• Perform administrative tasks, including drafting letters, reports, memos, and other program materials.
• Communicate professionally and effectively with staff, participants, parents, and external stakeholders.
• Answer and direct phone calls, record messages, and manage program inquiries.
• Assist the Program Director/Coordinator in ensuring prompt and accurate submission of enrollment, payroll, and evaluations for program participants.
• Conduct participant orientations, worksite visits, and educational sessions as needed.
• Maintain and update participant files in compliance with program regulations.
• Monitor participant attendance and engagement in employment and educational activities.
• Perform general office duties such as making phone calls, emailing, faxing, copying, and preparing program packets.
• Build and maintain supportive relationships with youth participants.
• Assist in implementing daily program activities that enhance participants’ development and work readiness.
• Encourage youth engagement and participation in program activities.
• Maintain clear and effective communication with the supervisor regarding plans, challenges, and program successes.
• Support payroll verification and processing as needed.
• Attend required meetings and professional development.
• Complete Basecamp check-ins twice per day to ensure timely updates and communication.
• Assist with other departmental duties and projects as assigned.