Job Title: Administrative Assistant
Program: Scattered Site Transitional Housing Program
Location: New York City, 155th Street, West Side of Manhattan

Supporting transitional housing:(Bronx, Brooklyn, Queens, Manhattan)
Salary: $58,000 - 60,000 (commensurate with experience)
Employment Type: Full-Time

The Administrative Assistant supports the daily operations of a scattered site transitional housing program serving homeless individuals and families across four NYC boroughs. This role is responsible for a wide range of administrative, logistical, and coordination tasks to ensure the effective functioning of housing placements, case management teams, and compliance with OTDA and agency requirements.

• Provide direct administrative support to program managers, housing specialists, and case management teams.

• Maintain and update internal databases, housing logs, and client records across all program locations.

• Track apartment move-ins and move-outs, document inspections, and assist in coordination of utilities, furniture deliveries, and lease documentation.

• Prepare reports, spreadsheets, and summaries for internal use and funder reporting, including OTDA compliance materials.

• Schedule appointments, meetings, and transportation services for clients and staff as needed.

• Answer and triage incoming calls and emails from clients, landlords, and service partners.

• Manage document flow, scanning, and digital file organization across multiple sites using cloud-based systems (e.g., Google Workspace, SharePoint).

• Monitor inventory of office and move-in supplies and coordinate ordering/delivery logistics.

• Assist in onboarding new staff by organizing training schedules, equipment distribution, and compliance paperwork.

• Support the coordination of emergency response protocols and timely communication between field and office staff.

• Maintain confidentiality and adhere to HIPAA and agency data privacy standards at all times.

• High School Diploma or GED required; Associate's or Bachelor's degree preferred.

• At least 2 years of administrative experience, preferably in social services, housing, or nonprofit sectors.

• Familiarity with New York City housing and homeless services is strongly preferred.

• Proficiency in Microsoft Office and Google Workspace (Docs, Sheets, Gmail, Calendar, Drive).

• Strong organizational, communication, and problem-solving skills.

• Ability to work independently in a fast-paced, field-based program with multiple stakeholders.

• Bilingual (English/Spanish or other relevant language) a plus.