Program Associate - Clover Hall

Classification:

Non-exempt

Reports to:

Program Director

Location:

Brooklyn, NY

Status & Hours:

Full-time (Monday - Friday) 9 am-5 pm - Lantern staff may be asked to alter their work schedule depending on the operational needs of the site.

About The Role:

The Program Associate provides administrative and operational support to the Program Director and social services team to help ensure the effective delivery of program services. This role assists with a variety of program functions, including coordination, documentation, communications, and special projects. The Program Associate plays a key role in supporting day‑to‑day program operations and adapting to evolving program needs, helping the team maintain efficient workflows and high‑quality service delivery.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Assist in the planning and implementation of program activities and initiatives.

Coordinate and track logistics related to staff trainings and professional development.

Participate in regular staff meetings and other meetings as required.

Assist with ordering program equipment and supplies, including maintaining inventory and monitoring supply levels on site.

Support the preparation and submission of purchase orders for program-related needs.

Assist with tracking, organizing, and submitting invoices.

Provide logistical support for onsite events, planned trips, and various program meetings.

Assist with reviewing and tracking incident reports to ensure proper documentation.

Create and distribute tracking tools, signage, and other materials that support program operations.

Assist in developing and maintaining systems to ensure compliance with funder and agency requirements.

Maintain strong collaborative relationships with onsite staff and external service providers.

Maintain working knowledge of technological systems used by the program.

Assist with entering, tracking, and following up on building repair requests.

Coordinate with building management on projects to ensure quality and timely completion.

Maintain the building calendar and assist with scheduling onsite meetings, events, and activities.

Assist with drafting memoranda, letters, procedures, reports, and other administrative documents as assigned.

Record and distribute meeting minutes for onsite meetings as needed.

Assist with creating and maintaining communication materials, including monthly calendars and quarterly reports.

Required Education And Experience

High school diploma required.

Minimum of two (2) years of office management or administrative experience required.

Possession of a valid Food Handler’s License, or the ability to obtain one within six (6) months of hire, is required.

Strong writing, communication, and organizational skills.

Ability to prioritize tasks, exercise sound judgment, and make appropriate decisions while ensuring proper notifications.

Demonstrated initiative with the ability to work well under pressure and manage multiple responsibilities in a fast‑paced environment.

Ability to work both independently and collaboratively as part of a team to complete complex projects.

High level of computer proficiency, including strong Excel skills and the ability to quickly learn new systems, technologies, and databases.

Work Environment
This job operates in a supportive housing environment and works with a population that experiences mental illness, addiction, disability, HIV, and other chronic illnesses.

Physical Demands
While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs, and/or kneel. They must also use hands to type, handle, or feel. The employee is frequently required to talk or hear and must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Equal Employment Opportunity Statement
Lantern Community Services provides equal employment opportunities to all employees and applicants for employment. Lantern Community Services values the diversity of all our clients, staff, Board of Directors, and partners. By bringing diverse individuals and viewpoints together, we create more vibrant, healthy, and just communities.

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