Special Assistant

Description
The Center for Urban Community Services (CUCS) invites applications for a Special Assistant position for The Lee, a supportive housing program that opened in 2010, located in the Lower East Side neighborhood of Manhattan. Supportive housing is an evidence-based model that combines affordable housing with vital support services to help clients develop independent living skills, access essential services, build a community, and ultimately exit homelessness for good. The Lee provides comprehensive on-site social services to 207 low-income individuals, including those who were formerly homeless, diagnosed mental illness, substance use, and/or HIV/AIDS. Services include on-site primary medical and psychiatric services and comprehensive case management. Residents are also provided with a variety of groups and activities that allow them to connect with others and live a full and satisfying life.
Please note responsibilities may vary depending on the program site, e ssential functions include, but are not limited to:

• Support program management in executing activities and events including but not limited to regular, new and special events, coordination with internal and external partner organizations, maintaining an inventory of necessary supplies, supporting with event preparations, facilitating outreach to tenants, and assisting with vendors or outside agencies as directed.
• Develop and maintain internal administrative systems and processes to support efficient office operations and improve workflow.
• Oversee day-to-day administrative operations and promptly report discrepancies, irregularities, or operational concerns to program management to ensure smooth program functioning, compliance, and proactive issue resolution.
• Provide structured, weekly supervision to assigned staff (e.g., Administrative Assistant, Therapeutic Activities Assistant), setting clear performance expectations, monitoring day-to-day work, and offering timely, constructive feedback. Address performance concerns in alignment with agency policies and procedures.
• Guide supervisees in workload management, skill development, and task execution by assessing training needs, delivering targeted coaching, and ensuring consistent adherence to agency standards. Conduct performance evaluations that reflect observed performance and promote professional growth.
• Oversee supervisee interactions with program recipients to ensure professionalism, respect, and confidentiality. Reinforce the agency's standards for empathetic, person-centered engagement and ensure all client-facing conduct supports a safe and supportive environment.
• Manage recipient bank accounts, entitlement checks, money management ledgers, and safe audits, client grants and stipends and the representative payee ("rep-payee") process and reporting, including making bank visits to cash checks, in accordance with CUCS policies and procedures.
• In collaboration with program leadership, manage, track, and review site-level funds-including agency, discretionary, and transit funds-to ensure appropriate use, fiscal compliance, and alignment with CUCS policies, procedures, and budget expectations. Collaborate with program management to monitor spending, ensure alignment with budget expectations, and support fiscal planning, reporting and compliance.
• Ensure fiscal compliance by submitting required reports, processing timely check requests, reconciling discretionary funds, monitoring staff purchases, and coordinating with vendors in accordance with fiscal policies using designated tools.
• Manage vendor relationships and accounts by monitoring budgets, tracking purchases and invoices, and coordinating with vendors to ensure timely delivery of goods and services in alignment with program needs and agency policies.
• Proactively identify and engage new vendors to expand available resources and support evolving program requirement
• Handle fiscal transactions by traveling to banks and other external locations to cash discretionary checks, ensuring proper documentation and compliance with agency fiscal policies.
• Ensure fiscal year closeout procedures are followed by confirming all services are delivered, invoices are paid, and budgetary obligations are met in compliance with agency policy.
• Maintain a professional, respectful environment by appropriately greeting and directing clients and visitors, immediately escalating client concerns or emergencies to clinical staff, and safeguarding client confidentiality in accordance with agency policies.
• Manage mail and communication systems by handling all incoming/outgoing mail, providing reception and call routing services, and supporting the maintenance of phone and fax systems.
• Oversee daily office operations by managing filing systems, equipment, and supply inventories; coordinating purchasing, deliveries, and disposals; supporting room and schedule logistics; adjusting and creating office procedures as program needs change.
• Responsibilities include travel to other CUCS sites and external locations as required.
• Support program operations by setting up and breaking down event spaces, creating and distributing event materials, maintaining shared areas (e.g., kitchens), coordinating new employee office setups and issuing agency/site IDs and supplies, managing off-site storage, overseeing office access and entry procedures, and monitoring video footage as requested.
• Assist facility and program management with coordinating, monitoring, and reporting facility problems and coordinating renovations and repairs as necessary.
• Ensure proper functioning of computers and equipment in staff and program spaces, perform data entry in internal and external systems, monitor system-generated reports, and coordinate with CUCS IT department and/or assigned vendors to address technical issues as needed.
• Establish and maintain effective relationships with community partners, auditors, service providers, and volunteers to support program operations, enhance resource access, and promote collaborative service delivery.
• Serve as a resource and point of contact for new Office Managers during their onboarding period, providing follow-up support and reinforcing consistent practices across locations.
• Ensure that all administrative support functions are carried in out in compliance with CUCS policies and procedures as well as program management's directives.
• Other projects and duties, as assigned by program management.

Requirements
Education & Experience
Title
Qualifications
Special Assistant 1
High School Diploma and 4 years of relevant work experience
OR Bachelor's degree
Special Assistant 2
HS Diploma and 6 years of relevant experience
OR BA and 2 years of relevant experience
Special Assistant 3
HS Diploma and 8 years of relevant experience
OR BA and 4 of relevant experience
Knowledge, Skills, and Abilities

• Knowledge of office operations, administrative systems, and fiscal procedures.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Effective communication skills for interacting with staff, clients, vendors, and external partners.
• Proficiency in Microsoft Office Suite, database systems, and office technology.
• Problem-solving ability to address administrative or operational issues proactively.
• Attention to detail in handling records, reports, and financial documentation.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Team collaboration skills to work effectively across departments and with diverse stakeholders.

Physical Demands. The physical demands described below are generally required to perform the essential job functions for this role. Reasonable accommodations may be made for individuals with disabilities.

• Sit and stand for extended periods of time
• Walk, bend over, reach overhead, grasp, push, pull, and move
• Lift and move items or equipment weighing up to 30 pounds
• Walk up/down stairs (note, most agency sites have elevators)
• Work primarily indoors in a standard, open space office environment and operate standard office equipment. Note that some community-based programs require working outdoors.
• View and read computer screens and written documents, and enter data into computer.
• Ability to commute with clients via public transportation for lengthy periods of time.
• Ability to travel to various locations