Program & Training Administrative Assistant

Job Locations US-NY-New York
Posted Date 1 month ago(10/27/2023 2:49 PM)
Job ID
2023-2346
# of Openings
1
Category
Civil Rights, Social Action, and Advocacy
Type
Fiscal Sponsorship Organizations
Location : Name
Worker's Justice Project

Overview

Worker’s Justice Project (WJP) www.workersjustice.org was founded in 2010 to address the racial and economic injustices that low-wage immigrant workers face in New York City by building collective power to win institutional change. WJP runs two long-standing worker’s centers in Brooklyn. We promote justice and opportunity for low-wage immigrant workers in New York City by pushing for systematic enforcement and expansion of workplace protections, which include labor and occupational health and safety standards while advocating for industry-specific efforts to improve working conditions. WJP also offers skills-building training to workers in health & safety and industry-specific areas, and we educate immigrant communities about their rights in the workplace and how to exercise those rights.

 

WJP is a fiscally sponsored project of TSNE (www.tsne.org).

 

Responsibilities

The Program & Training Administrative Assistant will provide administrative and clerical support to the Construction Site Safety team in all aspects of its work. Primary responsibilities include contacting and following up with program participants, updating the training database, maintaining records and spreadsheets of work and contract deliverables, and processing OSHA & SST cards. The ideal candidate will not only align themselves with WJP’s vision and mission but will have a thorough understanding of administrative processes and a strong attention to detail.

 

The work performed is deemed essential, as the Program & Training Administrative Assistant, is responsible for ensuring that administrative activities are conducted professionally, in a culturally sensitive manner, and are consistent with WJP’s mission.

 

ESSENTIAL DUTIES:

 

Outreach and Follow Up

  • Call trainees and workers to gather information to complete trainee profiles in the database.
  • Schedule appointments to gather information for class registration or completion.
  • Call trainees and workers to inform them of picking their cards, certificates or other materials.
  • Distribute outreach materials as trained or workers register for safety and other program training.
  • Answer questions and resolve situations involving trainees and workers who are interested and are participating in the program.

Program & Training

  • Prepare and input data information into the databases such as LMS, Dynamics, NYC DOB Training Connect and others.
  • Manage data entry and work with program staff to accurately track member data.
  • Identify missing contact information and complete records from available files or by making calls.
  • Ensure role related Google Drive files are up to date and organized appropriately.
  • Create and update reports for development and program purposes.
  • Track program activities, including event registration, program participation, and alumni updates.
  • Ensure that all data is accurately entered and saved.
  • Maintaining and improving existing process documentation.
  • Work with assigned program staff to identify improvements that can be made to processes, database configurations, and other data storage to better support our activities and mission.
  • Collaborate with staff across the org to develop and drive the program.
  • Responsible for completing reports and program paperwork.
  • Assists in completing other program goals and requirements, such as answering phone calls and assisting members or workers with program questions, requests or needs.
  • Set up the logistics for Health and Safety trainings.
  • Maintain a variety of trainee records, classroom attendance, files and records, including confidential materials.
  • Participate and contribute to the program and organizations team meetings.

Fiscal and Operational

  • Maintain accurate records of program expenses, including receipts for all purchases.
  • Assist the staff and Program Director with managing vendors associated with program and Center operations.
  • Ensure that vendors fill out all necessary paperwork and submit all necessary forms for payment in a timely manner.
  • Send reminders to vendors about upcoming deadlines related to programmatic and administrative work.
  • Monitor the inventory of program and Center supplies and notify operations staff when more supplies are needed.

Other duties as assigned

Qualifications

We will consider exceptional candidates who demonstrate a strong combination of the specific qualifications and skills described below.

  • A commitment to WJP’s mission, vision, and values and our workers and worker justice.
  • Performs all functions and activities within the guidelines and philosophy set forth in WJP’s Strategic Plan.
  • Proficiency knowledge of Microsoft Office (Excel, Word) and other applications (Google Apps.)
  • Strong administrative and organizational skills necessary to carry out the job description responsibilities.
  • Strong attention to detail and organizational skills
  • Demonstrated initiative and self-direction in pursuing projects and goals.
  • Demonstrated ability to interact effectively and work successfully with persons of diverse backgrounds, including people with different racial, ethnic and class backgrounds, people of different genders, and people with disabilities.
  • Strong written and verbal communications skills in English and Spanish.
  • Ability to handle multiple priorities at the same time.
  • Dedication and ability to work a flexible schedule including early mornings, evenings, and/or weekends.

Physical Demands/Work Environment

 

The physical demands described here are representative of those for this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the functions. Work is performed in an office environment and in close proximity to other workers.

 

While performing the duties of this position, the employee must be able to:

  • Lift and/or move materials or equipment up to 25 pounds..
  • Able to work outdoors in inclement weather conditions.
  • Able to commute using the NYC public transportation system.
  • Able to work in an open office space.
  • Able to work a flexible schedule including early mornings, evenings, and/or weekends as needed.
  • Handle, or feel objects, tools or controls.
  • Reach; traverse; sit or stand (usually for longer periods of time); occasionally ascend/descend; and position self (to) move.
  • Spend extended periods of time in front of a computer screen. This is an essential aspect of the position.
  • The noise level in the work environment is usually moderate.
  • Job is not subject to significant occupational or environmental hazards.
  • Likelihood of personal injury would be relatively slight.

Compensation and Benefits

 

Location:Work will be primarily performed at the Sunset Park Worker Center/Hub on-site and occasionally at the Williamsburg Worker Center/Hub and will travel periodically. This position is not eligible for remote work.

Schedule: This role requires the ability to work regular business hours and on early mornings, evenings and weekends, as needed.

Compensation: The pay range for this position is $21.54 - $24.62/hr.

Benefits: This position is eligible for a full benefits package including:

  • Generous Paid-Time-Off (PTO): 12 paid holidays, 3 weeks vacation, 1 week personal holiday, and health leave time for full-time staff;
  • 80% Employer-paid, offering some $0 deductible Health Insurance through Harvard Pilgrim along with several low-deductible plans;
  • Low-cost Guardian Dental and Vision;
  • Flexible Spending Accounts (FSA) for Health and Dependent Care;
  • Employer-paid Life, Long- and Short-Term Disability Insurance;
  • Employer-paid Pension through TIAA;
  • ...and more!

TSNE/WJP strives to achieve excellence through a diverse, equitable, and inclusive work environment that embraces all of our individual and collective differences. Black, Indigenous, People of Color, Middle Eastern and North African, Bilingual and/or Bicultural candidates, and LGBTQ2SIA+ candidates are strongly encouraged to apply. We value and honor the unique talents, learning styles, and lived experiences of each individual that enrich and strengthen our workplace culture, and we are proud to be an equal opportunity and affirmative action employer.

 

All employment conditions are based on an individual’s performance and job qualifications. TSNE/WJP prohibits discrimination and harassment of any kind based on race, creed, color, religion, native language, gender, sexual orientation, gender identity/expression, national origin, physical or mental disability, age, genetic information, veteran status, marital status, parental status, pregnancy, race-based hairstyles, or any other protected characteristic stated by federal and state law. Regardless of any class’ protection under the law or lack thereof, TSNE/WJP celebrates diversity and values the strengths that come with having a diverse team of employees. It is represented in our workplace culture, and it is who we are.

 

TSNE/WJP's EEO statement extends to volunteers, interns, contractors, vendors, and clients.

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