Job Description

Job DetailsJob Location: Bronx, NY 10452Position Type: Full TimeEducation Level: 2 Year DegreeSalary Range: $55,000.00 - $65,000.00 Salary/yearJob Shift: DayJob Category: Nonprofit - Social ServicesRooted in the Bronx, New Settlement stands with community members to break systemic barriers, advance justice, promote leadership and strengthen neighborhoods. By ensuring agency around education, employment, housing, wellness and creative expression, we help cultivate an equitable society where individuals and families have the power to use their voice to create the change they wish to see.
Since New Settlement’s inception in 1989 as a settlement house rooted in the Bronx, our organization has been a responsive community partner. Originally established to revitalize abandoned buildings into affordable housing, New Settlement has since evolved into a multi-generational, forward-looking organization. We support 15,000 members of the community annually by providing organizing in housing and schools, and programs in education, college access, youth development, arts, workforce development, wellness and more. EEO/AA
JOB SUMMARY: Reporting to the Program Director, the Data and Office Manager is a key member of the New Settlement YouthBuild team, responsible for overseeing operations and data management functions for the program. This role supports the effective day-to-day functioning of the program and ensures contract compliance through the management of student records, fiscal processes, and performance tracking.
The Data and Office Manager also plays a vital role in participant engagement, interacting directly with young adults ages 17.5 to 24 and serving as a liaison between the program and internal administrative departments. This position requires a high degree of initiative, professionalism, attention to detail, and discretion in handling confidential information and vendor relationships.
KEY RESPONSIBILITIES
Administrative Operations
Manage daily office operations, including reception coverage, scheduling appointments, and responding to general inquiries.
Serve as the primary point of contact for administrative coordination with the main office, including facilities and operational matters (e.g., building maintenance and incident reporting).
Order, track, and maintain inventory of office supplies and materials; establish and manage vendor relationships.
Perform general office duties, including correspondence, filing, answering phones, copying, and scanning.
Provide administrative support for special events, recruitment efforts, and volunteer activities.
Data Management & Reporting
Maintain accurate and timely data entry across proprietary databases and internal and external data systems, including spreadsheets, and digital recordkeeping platforms.
Enter, track, and update data related to student participation, attendance, assessments, and program outcomes.
Produce accurate and timely reports for internal use and external funders, including monthly data reports for the Program Director.
Monitor data trends and support program evaluation, compliance monitoring, and continuous improvement efforts.
Financial Support
Support the Program Director with purchasing coordination and budget tracking, as needed.
Process and track purchase orders, invoices, and expense documentation for submission and recordkeeping.
Track student timesheets, stipends, and incentive requests; prepare submissions for payment processing according to company policy and standards. Mission of W-9s and related fiscal documentation.
Student Services & Enrollment
Manage the full student intake and application process, including conducting interviews, collecting required documentation, verifying eligibility, and maintaining the enrollment pipeline.
Track student attendance and performance outcomes and follow up with participants regarding absences in coordination with program staff.
Maintain and update student files in accordance with program requirements and contract compliance standards.
QualificationsQUALIFICATIONS & EXPERIENCE:
Associate's degree and a minimum of two (2) years of relevant experience in office administration, data management, or a related field. A combination of education and relevant professional experience that provides the knowledge, skills, and abilities needed for the role may be considered
Previous experience working with opportunity youth, preferably in a community-based setting.
Strong commitment to empowering young adults and helping them reach their academic and career goals.
Experience developing, implementing, or improving administrative systems strongly preferred.
Excellent organizational skills and attention to detail, with the ability to manage multiple projects and priorities simultaneously.
Strong computer skills, including proficiency with Microsoft Office, Google Workspace, and database systems.
Excellent written and verbal communication skills.
Bilingual (English/Spanish) preferred.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of this job.
The ability to sit, stand, walk, and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear.
The ability to frequently sit and reach with hands and arms.
The ability to occasionally lift and/or move up to 20 pounds.
Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions of the job.
Must be able to utilize office equipment such as desktop/notebook computers, copiers, printers, scanners, telephones, and calculators.
The noise level in the work environment is usually moderate.
Employment is at will and employees will undergo 45- and 90-day check-ins during their 90-day probationary period.
NOTICE: The above statements are intended to describe the general nature of the environment and level of work being performed by this job. This job description in no way states or implies that the duties and responsibilities listed are the only tasks to be performed by the employee in this job. The employee will be required to follow other instructions and to perform other job-related duties requested by their supervisor. This job description supersedes prior job descriptions. When duties and responsibilities change and develop, the job description will be reviewed and subject to changes of business necessity.
New Settlement is proud to be an Equal Opportunity Employer, and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected factor under federal, state, or local law.
This job description generally indicates the nature and levels of work, knowledge, skills, abilities, and other essential functions expected of an employee. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of you as an employee. You may be asked to perform other duties as required.