Job Description
Job Description
Title: Impact & Strategy Assistant, Education Team
Reports to: Senior Government Contracts Implementation Manager
Location: 305 7th Ave, 9th Floor, New York, NY 10001
Hours: 35 Hours/Week; Non-Exempt
Salary: $45,000-$50,000/year
Job Summary: The Impact and Strategy Assistant for the Education team will support the Impact and Strategy team with government contract requirements and tasks related to funding.
Major Duties:
Contract Development & Management
- Prepare, process, manage and submit all procurement documents for government grants/contracts, and those pending renewal or amendment, including subcontracts
- Manage all subcontract documentation, including coordination with program and fiscal staff
- Distribute contract documents to appropriate agency staff to ensure timely delivery of critical contract/program information
- Maintain and update all internal tracking charts on an ongoing basis
- Collect, track, and maintain data and back-up information from programs needed for program reports and fiscal invoicing.
- Assist in the development and submission of work scopes, reports and documents for government funders
- Collaborate with program and support staff to ensure timely submission of documents and reports, as well as troubleshoot contracting issues
- Assist Contract Managers in various licensing and certification processes, including obtaining, maintaining, and renewing School Aged Child Care licenses for afterschool programs.
- Coordinate and respond to all audit related activities by government agencies including Performance Evaluation rebuttals, site visits and corrective action plans.
- Maintain city, state and federal government systems to ensure compliance and up to date information to in order for the agency to contract with government partners
- Enter necessary information on a regular basis into government tracking systems
- Enter necessary data into agency databases, including Salesforce; run necessary reports on data collected
- Communicate effectively with government funders
Office Management/Administrative support
- Provide office management/administrative support such as photocopying, scanning/saving electronic files, faxing, mail merges, ordering supplies, providing once-a-week phone reception for the agency, etc.
- Manage department’s hard, cyber files and database
- Draft and prepare letter correspondence
- Sort, distribute and follow up on incoming department mail
- Schedule and prepare documents, and participate in site visits, audits and meetings as requested
- Schedule, attend and scribe meeting notes as needed
Report Management
- Manage government contracts reporting schedule; set report reminders; send regular reminders to program, fiscal and evaluation staff and follow up as needed to meet deadlines
- Collect reports in a timely manner; assist in editing reports and clarifying information
- Submit reports to government funders and act as liaison to all GSS internal departments
- Manage back-up documentation for reporting process
Qualifications:
- BA degree preferred
- One-year related experience and familiarity with office systems and procedures required
- Proficient in Microsoft Office Suite required
- Must be self-motivated, detail and deadline oriented with superb follow-up and prioritization skills
- Must demonstrate ability to perform in a busy work environment during high volume periods
- Must demonstrate professional writing skills
- Proven ability to communicate with staff at all levels
- Must have a commitment to work from a strength based and/or youth development perspective
- Must be able to work independently and in as a team
- Must possess the ability to build collaborative relationships across teams, departments and external stakeholders
- Must demonstrate strong critical thinking skills with the ability to analyze issues, anticipate challenges, and propose practical solutions
- Valid New York State Public Notary license a plus
- The ideal candidate is someone who thrives on creating effective and efficient systems to support a busy team that supports human service programs across the city