Administrative Assistant/Office Manager

Health & Wellness Department

Administrative Assistant/Office Manager

Part-Time Non-Union Position

STATEMENT OF THE JOB

Department: Health & Wellness Department

Reports To: Senior Director of Health & Wellness

Employment Type: Part-Time (19 hours per week)

Location: Commonpoint - Central Queens (67-09 108th St., Forest Hills, NY)

Potential Work Shift Options:

• Mondays, Tuesdays, Wednesdays, Thursdays from 9:00am-1:00pm

• Mondays from 2:00-7:00pm
• Fridays from 2:00-7:00pm
• Saturdays and Sundays (8:00am - 12:00pm, 12:00-5:00pm, 5:00-11:00pm)

The Administrative Assistant/Office Manager is a key role in the Health & Wellness Department at Central Queens. This individual is responsible for overseeing all administrative operations and ensuring a high standard of client service delivery. The role includes managing office systems, supervising front desk staff, coordinating program registration, handling facility bookings, and supporting a smooth and efficient operation.

You will be the first point of contact for many families and community members, so a professional, warm, and solution-oriented demeanor is essential. This role requires strong organizational, communication, and leadership skills, along with the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Client Services, Office Operations & Marketing Support:

• Serve as the primary administrative contact for the Health & Wellness Department Aquatics, Sports, Dance, and Personal Training programs, special events, and services.
• Deliver exceptional customer service in person, over the phone, and via email.
• Coordinate and process registrations for Aquatics, Sports, Dance, and Personal Training, and bookings for Room and Gymnasium rentals, seasonal programs, and summer/holiday camps/clinics (End of Summer Mini Camp).
• Respond to inquiries and follow up with clients in a timely and professional manner.
• Maintain accurate records of participant data, attendance, payments, registrations, and refunds
• Set up and maintain program registrations in Salesforce prior to each new seasonal session starting.
• Create and maintain class attendance sheets and internal tracking logs.
• Collaborate on marketing initiatives, including creating promotional flyers and updating the website.
• Assist with social media engagement to promote Health & Wellness programming, including creating flyers, posting on social platforms, and other marketing opportunities as needed.

Administrative Management:

• Oversee day-to-day front desk operations; ensure a welcoming and organized environment.
• Train, supervise, and evaluate administrative staff; implement corrective actions when needed.
• Maintain program registration system, Salesforce - Traction Rec.
• Manage and track refunds and credits.
• Maintain and track inventory for point of sale items, uniforms, swim caps, and dance tickets.
• Assist with special events, open houses, and community outreach initiatives.

Facility & Program Support:

• Oversee Room and Gymnasium rentals, including Catch Corner, contracts, scheduling, and payment processing.
• Support the Sr. Director of Health & Wellness and the Director of Aquatics with administrative and project-based tasks.
• Monitor program enrollment trends and provide reports to leadership.
• Coordinate, attend, and participate in regular staff meetings and planning sessions.
• Greet potential new members and give tours of the ground floor (gymnasium, pool, and Fitness Center).

Qualifications:

• Associate's or Bachelor's degree preferred; or equivalent combination of education and at least 3 years of administrative experience.
• Strong proficiency in computer systems, registration platforms, spreadsheets (Google), and office software.
• Demonstrated experience in customer service, administrative support, and data management.
• Excellent organizational skills, attention to detail, and ability to multitask effectively.
• Outstanding interpersonal and communication skills; able to work with diverse clients and staff.
• Leadership experience, including staff supervision, training, and performance management.
• Familiarity with local Forest Hills youth dance, sports, and swim programming is a plus.
• CPR/First Aid certification or willingness to complete required training upon hire.

Other Duties:

Perform additional assignments as required to meet the evolving needs of the department.

Starting Salary:

$20.00-22.00 per hour based on experience

Location:

Central Queens: 67-09 108th St. Forest Hills, NY 11375

How to Apply:

Please email a cover letter and résumé to Adam Ostroff, Senior Director, Health & Wellness, at [email protected]. Please indicate "Administrative Assistant/Office Manager" in the subject of the email.

Commonpoint is a community centric nonprofit, serving diverse audiences through every chapter of life, across the five boroughs and beyond. We offer a rich range of services through our vast network of professionals, social workers, and volunteers, giving people the tools and resources to connect and grow.At every stage and every age, regardless of disability or ability, people can look to Commonpoint to find care during a crisis, access opportunities to grow, and deepen their sense of connection to those around them. From summer camps and job training to food pantries and private pool clubs, Commonpoint is by your side. We are proud of our clients, partners, and team members who lift each other up, building relationships for a lifetime. Because being a part of Commonpoint is investing in a community where everyone is invited and welcome.