Administrative Assistant - Programs and Operations - Brooklyn Community Services

Position: Programs and Operations Administrative Assistant

Program/Department: Administration

Reports to: Chief Operating Officer and Chief Program Officer

Work Location: 151 Lawrence Street, Brooklyn NY 11201

Hours: Full Time – 35 hours per week; In-person/On-site

Salary Range: $50,000-$55,000 annually

Position Summary:

The Programs and Operations Assistant provides administrative support to the BCS Chief Operating Officer and Chief Program Officer through a variety of assignments; internal and external communications, data reporting, grant management support, and managing projects assigned by executive level staff including the COO, CPO, and General Counsel. This position interacts professionally with city and state agencies, board members, staff, donors, general public, and constituents. The assistant will take on special projects that require proficiency in Microsoft Office and Google Suite, these as well as project management skills.

Responsibilities:

• Support Chief Operating Officer, Chief Program Officer, and other program staff with daily operational needs; including hiring, grant writing and database management, and maintaining legal and contractual compliance.

• Assist with scheduling and relationship management with the Division/Program Directors and external entities. Coordinate preparation for meetings and calls, including weekly or recurring meetings. Prepare and edit memos, attend meetings as needed, and implement and track post-meeting follow-up activities.

• Assist CPO with grant writing projects- including development of grant application, deadline management, updating internal databases, data collection, submission of grants, and other grant assignments as needed.

• Supervise team of Reception staff- including scheduling, team-building, and compliance

• Collaborate with Data Officer and program staff to export, organize, analyze, and distribute reports on a monthly basis to Division Directors and Executive Staff.

• Utilize and maintain Apricot, a non-profit database software to ensure program data is up-to-date.

• Track administrative spending, manage receipt intake, and ensure submission of monthly expense reports.

• Monitor and prompt staff with the submission of monthly, quarterly, and annual funder reports and deliverables, as needed.

• Draft and prepare internal and external communications, including letters, agendas, minutes and presentation materials.

• Ensure timely completion of time-critical work and deliverables and support program staff in resolving barriers.

• Prepare reports, spreadsheets, PowerPoint presentations and other materials, as assigned.

• Manage/participate in special projects as assigned by COO/CPO.

• Other duties as assigned.

Qualifications:

• Bachelor’s Degree or a combination of education and experience.

• Excellent writing, editing, verbal, and interpersonal communications skills, organizational, administrative and research skills.

Advanced proven knowledge of Microsoft Office and Google Suite.

• Experience with leadership, communication, supervisory and team-building skills.

• Ability to interact and communicate effectively with a diverse group of colleagues- Board members, funders, and members of the public.

• Demonstrated ability to set and execute priorities, function well under pressure and work both independently and as part of a team.

• Experience in campaign work (including political campaigns) or nonprofit organizations preferred.

• Experience using non-profit database management software Apricot 360 a plus.

• Strong knowledge of social and political issues in Brooklyn a plus.

• Must be able to work in-person.

BCS is an Equal Opportunity Employer. Auxiliary aids and services are available upon request to individuals with disabilities