Administrative Assistant IV - Manhattan

Description

We are currently looking for an Administrative Assistant to support our Manhattan Facilities team. This would be a full-time, Monday-Friday, opportunity based out of our Columbus Circle location, supporting our Regional Director and the facilities department.

Why Join ADAPT?

It's more than a job; it's a calling. It's where passion meets purpose. ADAPT Community Network, formerly United Cerebral Palsy (UCP) of NYC provides a multitude of services to people with developmental disabilities. At ADAPT, we are 3,000 strong, and it takes every one of us to empower the lives of the people we support. With caring and great resources at hand, we know what it takes to help people live fuller, happier, healthier lives. Our employees show their commitment to the people we support every day, and we all deliver on our promise to provide innovative and comprehensive services to individuals with developmental disabilities.

For your next career move, apply with us at ADAPT Community Network! Wherever you work among our many locations around New York City, ADAPT offers paid training, competitive benefits, and we foster a team culture of learning, support, collaboration and career growth.

SUMMARY

Under the direction of program leadership, the Administrative Assistant IV serves as an administrative professional and “office manager” for departmental operations. This role provides high-level administrative support to the Program Director and leadership team, ensures smooth day-to-day office operations, and supervises other administrative assistants within the department, if applicable. The Administrative Assistant IV is responsible for coordinating workflows, overseeing clerical processes, and ensuring efficiency, accuracy, and excellent customer service in support of ADAPT’s mission.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and responsibilities of the Administrative Assistant IV will include, but are not limited to, the following:

• Provides supervision, coaching, and mentoring to administrative assistants, if applicable.
• Oversees general office operations, including scheduling, supplies, recordkeeping, and facilities-related administrative tasks.
• Provides high-level administrative support to the Program Director and leadership team, including calendar management, meeting preparation, and correspondence.
• Greets and assists visitors, staff, families, and persons supported with professionalism, respect, and confidentiality.
• Answers and screens calls, emails, and inquiries; ensures timely and accurate responses or referrals.
• Coordinates and tracks staff attendance, leave requests, and timekeeping records; verifies accuracy for payroll submission.
• Maintains and organizes departmental filing systems, ensuring records are accurate, accessible, and compliant with organizational requirements.
• Oversees the preparation and submission of purchase requisitions, monitors delivery of supplies and equipment, and reconciles packing slips/invoices with Purchasing.
• Manages petty cash and reimbursement processes, maintaining accurate records and ensuring accountability.
• Coordinates and assists with department communications, including preparing reports, memos, and presentations.
• Supports the organization of meetings, trainings, and events; prepares materials, arranges logistics, and ensures effective execution.
• Provides orientation and on-the-job training for new administrative staff to ensure consistency in office procedures and standards.
• Collaborates with other administrative assistants and departments on cross-functional assignments.
• Ensures compliance with modern office procedures, organizational policies, and confidentiality standards.
• Performs other related duties and special projects, as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or GED required; some college or secretarial/administrative coursework preferred.
• Minimum of 3–5 years of progressively responsible administrative experience; prior supervisory experience strongly preferred.
• Strong knowledge of modern office practices, business correspondence, and record-keeping systems.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with virtual collaboration tools (e.g., Zoom, Teams).
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to handle sensitive information with the highest level of discretion and confidentiality.
• Strong problem-solving skills and ability to work independently with minimal supervision.
• Commitment to modeling ADAPT’s values of inclusion, respect, and collaboration.

COMPENSATION: $18.99/hour + Industry-Leading Benefits for all full-time employees.

At ADAPT, we value diversity, equity, inclusion, accessibility, and belonging. We strive to ensure that our employees are comfortable bringing their whole, authentic self to work and that the people we support can also be their authentic selves. We value diverse backgrounds, opinions, ideas, and ways of thinking. We aim to build an inclusive and diverse workforce that is empowered and supported with leaders who create diverse and inclusive teams. We continuously seek opportunities for the organization to foster a more positive, respected, united, and collaborative culture.

ADAPT Community Network is proud to be an equal opportunity employer and is committed to creating an inclusive environment for all employees. Qualified candidates of diverse ethnic and racial backgrounds and status are encouraged to apply for vacant positions at all levels.