Administrative Assistant

ORGANIZATION DESCRIPTION

Founded in 1965, the Chinese-American Planning Council (CPC) is a social services organization advancing the social and economic well-being of immigrant and low-income New Yorkers through holistic services and community-led impact. CPC is the nation’s largest Asian American social services organization and serves as a trusted community anchor to over 80,000 community members who are served by CPC annually through 50+ high-quality programs and services across 35 sites in New York City. (For more information, please visit: )

PROGRAM SUMMARY

Department of Youth & Community Development/Comprehensive After School System (DYCD/COMPASS) contracts with the Chinese-American Planning Council to provide youth after school services to school-age children ages 5-12 years old. COMPASS seeks to promote positive youth development, foster social and emotional skills, and encourage youth leadership through engaging activities that incorporate hands-on learning in safe, welcoming environments. The program includes academic support, physical exercise, and enrichment age-appropriate activities such as literacy or STEM to enhance the academic, social, and physical development of children during the after-school hours, on certain evenings, weekends, and school holidays. Hours may range between 11am-6pm.

JOB SUMMARY

Reporting to the Program Director and Site Supervisor, the Administrative Assistant is responsible for coordinating office operations, managing program documentation, and supporting staff and families to ensure the efficient and smooth functioning of the program and agency. Candidates should demonstrate a growth mindset, showing eagerness to learn, adapt, and continuously improve their skills and contributions.

ESSENTIAL RESPONSIBILITIES

• Perform a variety of administrative duties requiring comprehensive knowledge of program operations, including student registration and scheduling program activities through DYCD Connect.
• Produce correspondence, reports, and memorandum; schedule meetings and appointments; and maintain organized staff and student files and records.
• Document student attendance and incidents in compliance with program rules and agency policies.
• Prepare budgets, create check requests, and track program expenditures accurately.
• Serve as a liaison between the finance department and the program to facilitate communication and smooth operations.
• Maintain an organized office environment, including paperwork, financial and personnel files, and upkeep of office equipment and supplies. Monitor inventory and order supplies as needed.
• Communicate effectively and professionally with families, community members, and staff through verbal and written correspondence.
• Answer phone calls and assist or direct community members to appropriate personnel as necessary.
• Train and supervise clerical personnel as assigned.
• Oversee assigned Work Learn Grow participants, Summer Youth Employment Program (SYEP) participants, and volunteers.
• Perform other duties as assigned by the Program Director or Site Supervisor.