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About the Role

The Administrative Assistant IV serves as an administrative professional and office manager for departmental operations, providing high-level administrative support to the Program Director and leadership team, ensuring smooth day-to-day office operations, and supervising other administrative assistants. This role is responsible for coordinating workflows, overseeing clerical processes, and ensuring efficiency, accuracy, and excellent customer service in support of ADAPT’s mission.

Responsibilities

Provides supervision, coaching, and mentoring to administrative assistants.
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, ensuring timely and accurate responses or referrals.
Coordinates and tracks staff attendance, leave requests, and timekeeping records, verifying 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.

Requirements

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.

Skills

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Virtual collaboration tools (e.g., Zoom, Teams)
Organizational skills
Interpersonal skills
Communication skills (written and verbal)
Confidentiality
Problem-solving skills

Location

Bronx Clinic

Work Type

Full-time
Monday-Friday, 9am-4:30pm

Experience Level

3-5 years of administrative experience
Supervisory experience preferred

Education Level

High School Diploma or GED
Some college or secretarial/administrative coursework preferred

Salary/Compensations

$18.98/hour

Benefits

Industry-Leading Benefits
Paid training
Competitive benefits
Team culture of learning, support, collaboration and career growth

About the Company

ADAPT Community Network, formerly United Cerebral Palsy (UCP) of NYC, provides a multitude of services to people with developmental disabilities.
ADAPT is 3,000 strong and empowers the lives of the people they support.
ADAPT offers paid training, competitive benefits, and fosters a team culture of learning, support, collaboration and career growth across its New York City locations.

Equal Opportunity

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.
Values diversity, equity, inclusion, accessibility, and belonging.
Strives to ensure that employees are comfortable bringing their whole, authentic self to work.
Values diverse backgrounds, opinions, ideas, and ways of thinking.
Aims to build an inclusive and diverse workforce that is empowered and supported.
Continuously seeks opportunities to foster a more positive, respected, united, and collaborative culture.