Executive Assistant-ECE

Description

Mill Brook                                     Children’s Pride

201 Saint Ann’s Avenue               414 Morris Avenue

Bronx, NY, 10454                         Bronx, NY 10451

Honorable Eugene Oliver, Jr. Education Center

707 Concourse Village West

Bronx, NY 10451

POSITION SUMMARY

East Side House Settlement is a community resource in the South Bronx. We believe education is the key that enables all people to create economic and civic opportunities for themselves, their families, and the communities. We are seeking a dynamic, hard-working, and creative team member who shares our passion for providing exceptional programming to children and families in the Mott Haven neighborhood of the South Bronx.

The Office Manager is hired by East Side House Settlement’s Division of Early Childhood (ECE)

Under the supervision of the Deputy Director of Early Childhood Education and Director of Program Operations, the Executive Assistant functions as a collaborative member of the leadership team.

Essential Functions:

Duties include, but are not limited to the following key activities:

1. Perform general office duties and assist with programmatic functions as needed.
2. Responsible for the supervision of the Receptionist.
3. Develop and maintain recordkeeping systems and file documentation for staff, services, and community stakeholders.
4. Provide thorough written documentation, scheduled reports, and reporting, in a timely, accurate, and confidential manner.
5. Communicate via telephone, in person, email, and/or letter with program participants/staff for outreach follow ups and reminders.
6. Lead special events for staff and program participants.
7. Responsible for agenda minutes, record keeping of all staff and leadership meetings.
8. Manage office space and supplies.
9. Responsible for all programmatic orders including educational orders, office supplies, etc.
10. Responsible for fiscal tracking. monitoring program expenses and monthly reconciliations of programmatic expenses.
11. Assist with the administration of the applicant tracking system for the program.
12. Prepare, edit, and draft job postings with input from hiring managers for review by HR.
13. Assist in process improvements including recruitment tools, templates, policies, and procedures.
14. Track candidates progress towards completion based on staff recruitment and selection policies and procedures.
15. Become familiar with internal and external polices and procedures regarding criminal background checks and required educational credentials checks for new hires.
16. Follows all procedural accountability measures to ensure timely and error-free submission of documents to licensing and other entities directly related to the criminal background investigation process.
17. Maintain and strengthen relationships with candidates’ post-hire.
18. Facilitate on-boarding (i.e., new hire checklist, orientations, tracks status of references, background checks, etc.) and off-boarding.
19. Inputs and maintains human resources information, staff records, compiles and generates reports from agency and program databases (Paycom and ChildPlus).
20. Maintains compliance with federal and state regulations concerning employment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications

Qualifications & Competencies

Requirements:

• Minimum bachelor’s degree with 2 years similar work experience. Master’s degree (preferred).
• Experience with PayCom or other talent management systems.

• Competencies include the ability to think independently and critically. 
• Computer proficiency including Microsoft Word and Excel, email correspondence, and database management.
• Strong verbal and written communication skills and ethical conduct while working effectively with diverse people.
• Strong organizational and time management skills, and the ability to coordinate multiple tasks and responsibilities.
• Capacity to work independently and collaboratively with staff members.
• Demonstrated experience engaging in multiple simultaneous recruiting and managing the entire recruitment process.
• Ability to work efficiently and effectively under pressure.
• Ability to represent the organization in a professional manner and communicate clearly and professionally with internal and external clients and candidates, both verbally and in writing.   
• Maintain confidentiality in accordance with agency policy and legal requirements.
• Respect and maintain rights and privacy of all staff, parents, and children.
• Attend mandated trainings and meetings and seek out staff development opportunities.
• Work as a team member with all staff and maintain a positive work ethic.
• Fluent in Spanish (preferred).

Required Clearances

• NYC Department of Investigation comprehensive background clearance
• NYC Department of Health medical clearance
• NYS Statewide Central Registry Clearance
• NYS Sex Offender Registry Clearance
• COVID Vaccine-As a recipient of Federal, State, and local funds, all staff are expected to be fully vaccinated or able to obtain vaccination before their start date

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Expected Hours of Work
This is a full-time, exempt position. The general work schedule for this position is from 8:00 a.m. to 4:00 p.m.  Workdays/hours subject to change based on ESH’s program needs. Possible work on weekends, holidays or after work hours for projects, special events, etc. to meet program operational goals.

Remote Work

ESH has determined that up to zero (%) of this position can be remote due to COVID-19. Subject to change as public health conditions evolve.

Travel

Executive Assistant will be expected to travel between sites.

To Apply

To be considered for a position with East Side House visit our website: www.eastsidehouse.org/careers   

AAP/EEO Statement

ESH encourages people with disabilities, minorities, veterans, and women to apply. Applicants and employees will not be discriminated against based on any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.