Front Desk Receptionist/Administrative Assistant

Front Door Receptionist/Administrative Assistant

Job Description

Organizational Summary

Union Settlement is an East Harlem based nonprofit organization founded in 1895. For over 130 years, Union Settlement has provided critical and innovative programming to children, youth, families, and older adults. As a pioneer of the settlement house movement, Union Settlement continues to meet the needs of the ever-changing East Harlem community through its core programs. Through these programs, New Yorkers gain opportunities, develop skills, and become empowered to pursue and achieve their dreams.

Today, Union Settlement provides services through 33 program sites in approximately 28 locations. Union Settlement’s current programmatic portfolio includes the following service areas: Early Childhood Education, Youth Development and Opportunity, Family Services (including the Family Enrichment Center, the Family Childcare Network, and the East Harlem Community Partnership, NYC Benefits, Adult Education, Mental Health Services, Older Adult Centers, and Economic Development. Union Settlement serves more than 15,000 individuals and nearly 1,000 businesses every year.

Strengthened by a dynamic, diverse, and collaborative workforce of more than 350 employees, Union Settlement also serves as a connector, convener, and advocate for East Harlem and its partners. To learn more about Union Settlement, visit www.unionsettlement, visit www.unionsettlement.org.

Position: Front Desk Receptionist and Administrative Assistant 

Department: Youth Development and Opportunity / Aging Health & Wellness Services

Reports to: Executive Director of YDO 

Hours: 30 hours/week

Salary: $18 per hour 

FLSA: Non-Exempt

Location: Washington House Community Center

Position Summary

Union Settlement is seeking a welcoming, organized, and service-oriented Front Door / Administrative Assistant to support daily operations at the Washington House Community Center (WHCC). The individual will serve as the first point of contact for youth, families, community residents, program participants, staff, visitors, and external partners.

This position is essential to maintaining a safe, professional, accessible, and welcoming environment for all individuals entering the Center. The Front Door / Administrative Assistant will manage reception and visitor check-in procedures, respond to general inquiries, support administrative functions, maintain accurate records, and assist with the coordination of daily Center activities. The successful candidate will demonstrate professionalism, strong communication skills, sound judgment, discretion, and a commitment to Union Settlement’s mission of strengthening individuals and families in East Harlem.

Essential Duties and Responsibilities

1. Front Desk and Visitor Management

• Serve as the primary point of contact for individuals entering the Washington House Community Center.
• Greet visitors, parents, caregivers, youth, community residents, staff, and partner organizations in a courteous and professional manner.
• Monitor the front entrance and implement established visitor sign-in, identification verification, and check-in procedures.
• Direct visitors to the appropriate programs, departments, staff members, or meeting spaces.
• Maintain visitor logs and ensure all required sign-in and sign-out procedures are followed.
• Communicate with program staff regarding scheduled appointments, expected visitors, deliveries, and participant arrivals.
• Follow established building access, emergency response, and visitor management protocols.
• Maintain a visible and attentive presence at the front desk during assigned hours.

2. Administrative and Clerical Support

• Answer and direct incoming telephone calls, respond to general inquiries, and take accurate messages.
• Monitor and distribute incoming mail, packages, deliveries, and other correspondences
• Support the preparation of sign-in sheets, attendance logs, meeting materials, calendars, and program documents.
• Maintain accurate and organized administrative records in accordance with organizational procedures.
• Assist with scheduling appointments, reserving meeting spaces, and coordinating general office needs.
• Provide administrative support to the Site Director, program leadership, and other designated staff as needed.

3. Community Engagement and Customer Service

• Provide courteous, respectful, and culturally responsive service to community members and visitors.
• Respond to general questions regarding Center operations, program schedules, activities, and available services.
• Connect community members with the appropriate Union Settlement department or staff member for additional information and support.
• Assist with distributing approved program information, flyers, announcements, and community resource materials.
• Help maintain a positive first impression of Union Settlement and foster a welcoming environment for all community members.
• Demonstrate sensitivity and professionalism when interacting with individuals from diverse backgrounds and with varying needs.

4. Youth and Aging Department Support

• Support established procedures for arrivals, departures, and visitor access when youth programs are operating.
• Direct parents and caregivers to the appropriate program staff regarding enrollment, attendance, scheduling, and general program questions.
• Follow all applicable youth safety, supervision, authorized pick-up, and child protection procedures.
• Immediately communicate concerns involving youth safety, unauthorized access, emergencies, or other incidents to the appropriate supervisor.
• Maintain confidentiality regarding program[s], participant, and employee information.

5. Center Operations and Safety

• Help maintain an orderly, clean, and professional reception area and entrance.
• Report facility concerns, maintenance needs, safety hazards, and equipment issues to the appropriate staff.
• Assist with monitoring the general flow of visitors and communicating concerns that may affect Center operations.
• Support emergency preparedness procedures, including directing visitors in accordance with established emergency plans.
• Assist with special events, community meetings, program orientations, and other Center activities as assigned.
• Adhere to Union Settlement policies, procedures, workplace expectations, and applicable safety requirements.

6. Communication and Team Collaboration

• Maintain clear and timely communication with the Site Director, program teams, facilities personnel, and administrative staff.
• Provide accurate messages and relevant updates to staff regarding visitor inquiries, scheduling changes, and operational concerns.
• Participate in staff meetings and required training sessions.
• Complete assigned administrative tasks and communicate outstanding issues before the end of each shift.
• Perform other related duties as assigned to support the effective operation of the Washington Community Center.

Qualifications and Requirements

• High school diploma or equivalent required; additional administrative training or college coursework preferred.
• One to two years of experience in reception, customer service, administrative support, office operations, or a related position preferred.
• Experience working in a community-based organization, school, youth program, nonprofit agency, or public-facing service environment is an asset.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel, and the ability to learn organizational databases and electronic recordkeeping systems.
• Strong organizational skills, attention to detail, and the ability to manage multiple responsibilities.
• Demonstrated professionalism, reliability, punctuality, and sound judgment.
• Ability to interact effectively with youth, families, community residents, colleagues, and external partners.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to follow established safety procedures, visitor protocols, and organizational policies.
• Commitment to Union Settlement’s mission and to providing respectful, equitable, and responsive service to the East Harlem community.

Core Competencies

• Customer service and community engagement
• Professional communication and interpersonal skills
• Organization and attention to detail
• Confidentiality and discretion
• Reliability and accountability
• Problem-solving and sound judgment
• Teamwork and collaboration
• Cultural responsiveness
• Safety awareness and adherence to procedures

Union Settlement’s Diversity, Equity & Inclusion Commitment

Union Settlement is an equal opportunity employer. They do not discriminate on the basis of race, color, religion, marital status, age, national origin, physical or mental disability, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.