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Outreach is seeking an experienced and extremely motivated Full Time Program Associate to work in our Headquarters located in Richmond Hill, Queens. In this position, you will ensure the overall front office activities and facilities in the facility run smoothly. They are also responsible for the accurate collection, tracking, and financial reimbursement of client fees. This is a Full time -35 hrs. a week Monday to Friday from 10am to 6pm.

As a supporting member of Outreach Training Institute’s administrative team, the Program Associate performs a variety of clerical and organizational tasks for the daily operations of the training department. The Program Associate should possess a high level of efficiency, organization, acute attention to details, and proficiency with computer software programs such as Microsoft Office, Adobe Acrobat, virtual meeting platforms and database systems.

Administration

+ Answer incoming phone calls and emails relating to professional development registrations, application requests, admission process, transcript requests, and all inquiries regarding CASAC training program / Professional Development training.

+ Provide courteous reception of all students, faculty and other guests of OTI and provide assistance with OTI services

+ Record data into Roll Call database system; this includes attendance, exams scores, and assignments. Also maintain electronic records, filing & tracking documentation.

+ Create & send certificates of completion

+ Use computer software programs such as Microsoft Office to create spreadsheets, type letters, respond to emails, organize calendar, as well as Adobe Acrobat to create & adjust documents.

+ Assist Manager and Coordinator with application process by responding to application requests, monitoring google database, collecting required documentation, producing admissions letters, emails and contracts; scheduling reading comp exams, makeup exams and student orientation.

+ Posting and preparing student handouts, provide appropriate training materials to registrants, correspond with student messages on Webex app.

+ Assist with collection of tuition payments, processing receipts, submit student action forms to the bookkeeping department, process deposit, and following up on outstanding payments.

+ Email student progress reports; this includes correcting any discrepancies, as well as updating and sending progress reports to students as needed.

+ Assist with transcript and enrollment letter requests for current students and alumni, as directed by Manager and Coordinator.

+ Participate in marketing initiatives with other staff members by developing distribution lists for potential referral sources, sending email blasts to promote upcoming trainings, sending out reminders to professional development registrants.

Standard Criteria

+ Interacting with staff, clients, students and visitors in a courteous, professional and respectful manner that is consistent with the agency’s mission and values.

+ Producing accurate, neat and thorough work.

+ Ability to operate standard office equipment such as fax machine, photocopy machine, scanner, phone conferencing systems, and training room equipment.

+ Prioritizing and planning work time efficiently; effectively managing competing demands and dealing with changes, delays and unexpected events.

+ Understanding and consistently complies with agency policy and procedures (including time and attendance, dress code, etc…).

+ Supporting a positive work atmosphere by behaving and communicating in a manner that allows the employee to get along with clients, students, coworkers and supervisors.

+ Communicating (in writing as well as orally) clearly and concisely

+ Illustrating flexibility and adaptability in role and function when circumstances warrant; (demonstrates openness to assist in needed responsibilities in evolving situations).

+ Maintaining appropriate boundaries, ethics and professionalism; complying with agency, OASAS and other professional code(s) of ethics; seeking supervision when challenges arise.

Reports to:

+ Administrative Manager, Outreach Training Institute

+ Director, Outreach Training Institute

Collaborates with:

All members of the OTI Team

OTI Coordinator

Qualifications:

High School Diploma, proficiency in Microsoft Office

Certificates & Licenses:

None required

Position Status

This is a full-time non-exempt position.

Work Environment

This job operates in a professional office environment and outside in the field. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be able to travel among assigned sites and locations as needed.

The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of this position and title and shall not be construed as a declaration of the specific duties and responsibilities of any position. Employees may be requested to perform job-related tasks other than those specifically presented in this description. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.

Outreach is an equal opportunity employer. The agency does not discriminate on the basis of race, color, gender, socio-economic status, marital status, national or ethnic origin, age, religion or creed, disability, or political or sexual orientation. Diversity is celebrated as a strength at Outreach.