Administrative Assistant to DED

Hybrid: In-Person and Virtual 

Join UP! We are lighting the path home, one person at a time.

About Urban Pathways 

Since 1975, Urban Pathways has engaged New York City’s most vulnerable residents, people on the streets or in areas unfit for human habitation, “lighting the path home, one person at a time.” Urban Pathways is a catalyst for transformative change in the lives of unhoused adults, empowering them to discover their inherent strengths and abilities. We provide essential support and foster an environment where individuals can redefine their narratives and become their best selves.

Job Summary 

Reporting to the Deputy Executive Directors (DED), the Administrative Assistant (AA) to the Deputy Executive Directors will provide administrative and clerical support including, Outreach program reporting, scheduling, and organizing program leadership and other meetings, and managing special projects as assigned.  The AA supports the program Administrative Assistants and facilitates communication between program and the Administration office; and provides general administrative support including front desk coverage at the Organization’s administration office as assigned. 

Key Responsibilities & Essential Functions 

Program/Facilities

• Provides administrative support to the Deputy Executive Directors and acts as a liaison to all programs under the DED’s supervision.
• Prepares, maintains, and submits all purchase orders, check requests, and expense reports to the DED’s for their review and approval prior to submitting to the Finance Department in accordance with Urban Pathways, funding and regulatory agency requirements and guidelines. 
• Works closely with the Deputy Executive Directors in the areas of vehicle billing, insurance, registration, inspection, EZ Pass, E permits, and repairs for all Organization vehicles.  Receives and distributes tickets/violations to appropriate DED and Program Director and Director of Operations, and monitors payment of the tickets/violations.  
• Trains and supports new program Administrative Assistants in the Finance portal, purchasing, payment of expenses, petty cash, and ensures that Administrative Assistants are aware of and trained in operational changes.   Assists program Administrative Assistants in problem solving and special projects.
• Coordinates Program Leadership Meetings including preparation and dissemination of agendas, meeting attendance and meeting minutes.
• Provides coverage of the Administration office reception desk as needed. 

Administrative

• Prepares reports, correspondence, memos, etc., for the Deputy Executive Directors and programs as assigned. 
• Prepares and maintains minutes of Leadership and other meetings as assigned.    

Communication

• Communicates verbally and in writing in a professional manner at all times.
• Attends staff meetings, training, and supervisory sessions as required. 
• Performs all other duties as assigned and as required.

Qualifications, Education and Experience

• High School Diploma, GED/TASC or equivalent required. Bachelor’s degree preferred.
• Administrative and clerical experience required.
• Experience with homeless program sector, persons experiencing mental illness, and the substance use population preferred.  

Skills & Competencies 

• Proficiency in Google Suite & Microsoft 365, Videoconference, & technical online skills. 
• Excellent interpersonal skills and ability to work as both part of a team and independently.
• Strong written and verbal communication skills.
• A proactive person-centered approach.
• Experience in working with diverse communities. 
• Foreign language is a plus.

Capabilities

• Desire to perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Comfortable with using public transportation to travel to and from various programs sites.