Administrative Assistant

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 to support Promise Academy I After-School & Athletics Program Directors in various ways.

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.

We are seeking an organized, committed Administrative Assistant to assist the Promise Academy I Afterschool & Athletics Program Directors with administrative, planning, and logistical tasks related to daily program operations. This position will work closely with program management teams and staff at all levels of the organization, from multiple programs and departments within HCZ.

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

• A bachelor’s degree from an accredited university
• 1-3 years’ experience working in the administrative field
• Experience in providing direct support to leaders at the Director level is a big plus

Who you are 

• A commitment to the mission and programs of HCZ
• Bachelor’s Degree required
• Outstanding oral, written, and interpersonal communication skills
• Excellent time management and organizational skills with the ability to work well under pressure and to meet tight deadlines

• Demonstrated project management skills, including an ability to manage multiple tasks with strong attention to detail
• Experience and facility with numbers, budgets, and spreadsheets
• Demonstrated ability to work collaboratively with diverse stakeholders
• Previous experience clocking employee hours and submitting them to payroll
• Ability to work independently and to think critically and strategically
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)

What you'll do

Assist the Program Directors for Elementary, Teen, & Athletics in all aspects of their work, including but not limited to:

• Organize and maintain files, both hard copy and electronic, and create new paper and electronic filing systems to help manage employee and site documents
• Process and monitor expenses through HCZ's online check processing system
• Perform general clerical duties, including but not limited to photocopying, scanning, mailing, filing, and preparing and sending both hard copy and electronic correspondence as required
• Schedule meetings, including contacting and considering multiple calendars, securing and setting up the space
• Assist with preparations for various training courses, including creating documents and presentations, making copies, securing space, ordering food, setting up space, etc.
• Conduct research and create memos, summary reports, or compilations of research to share internally
• Become proficient in using our employee management system, expenses system, and our ticketing system
• Review and submission of employee hours to payroll
• Monitor plans and timelines, create summary updates, and follow up with HCZ staff as required
• Manage the purchase and delivery receipt for all office supplies and other orders
• Create and edit informational documents and presentations
• Assist Program Directors with other projects as necessary

Schedule

• Academic Year (September-June)

• Monday-Friday 10:00 AM - 6:00 PM
• Summer Program (July-August)
• Monday-Friday 8:00 AM – 4:00 PM

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 $45,000-$55,000 per year.  To be considered, interested applicants should apply directly through the job posting. No telephone inquiries or recruiters, please. Replies will only be sent to qualified applicants. Harlem Children’s Zone is an EOE.