Administrative Assistant - Headquarters/Program

Title: Administrative Assistant

Location: Albany, New York

Job Type: Full-Time 

Compensation: Dependent upon experience

Competitive athletes share certain qualities: drive; perseverance; confidence. For athletes with intellectual disabilities, Special Olympics New York provides a training ground where those qualities are given room to grow. Special Olympics New York athletes compete on a level playing field and challenge themselves in fair and even competition. They develop character, make friends, and find unknown wells of determination within themselves.

The transformative power of sports to instill confidence, improve health, and inspire a sense of competition is at the core of Special Olympics. Special Olympics New York provides inclusive opportunities for 51,000 athletes with intellectual disabilities to discover and unleash the champion within. Our athletes experience the thrill of competing in authentic sports, finding joy, confidence, and fulfillment on the playing field and in life.

Special Olympics New York is seeking candidates for the Administrative Assistant, Program who can support our headquarters program team in day-to-day office operations.  Successful candidates solve problems creatively and can see the “big picture” while remaining attentive to details. The ideal candidate is a fast learner who is a relationship builder, at ease engaging with internal and external stakeholders.  This role is mission-critical and is an exciting opportunity to join Special Olympics New York and help light the fire within New York’s striving, thriving athletes.

Our mission is to provide year-round sports training and athletic competition in a variety of Olympic-style sports for children and adults with intellectual disabilities, providing them with ongoing opportunities to develop physical fitness, demonstrate courage, experience joy, and participate in a sharing of gifts, skills, and friendship with their families, other Special Olympics athletes, and the community.

The Special Olympics mission remains as vital today as it did when the movement was founded in 1968 by Eunice Kennedy Shriver. Special Olympics New York was incorporated in 1970, and today, Special Olympics New York is the largest program in the United States and one of the largest in the world.

The Position:

Under the supervision of the Director of Program for Unified Sports programs, the Administrative Assistant is a mission-driven professional responsible for providing administrative support for all program-related activities.  Collaborating with the Director and 2 Associate Directors, the Administrative Assistant manages multiple moving parts with thorough and consistent follow-up to ensure the efficient operation of the office. The Assistant carries out administrative duties that support the program’s focus on statewide coach education and 3 large annual statewide competitions.

Communication & Engagement: With a thorough understanding of the structure, function, and mission of Special Olympics New York, the Administrative Assistant is committed to developing relationships with colleagues, coaches, athletes, families, and community stakeholders.

• Initiate and engage in conversation with the mission and values of Special Olympics always at the center.
• Act as a pipeline of information for others and effectively communicate by providing general information, answering questions, and directing individuals to the appropriate party as necessary.
• Maintain connections and working relationships with schools, athletes, volunteers, and coaches.
• Professionally communicate in reports and other written communications, as well as on the phone and in person.

Office Assistance and Support: The Administrative Assistant works cooperatively and provides day-to-day support for the department, and engages in special projects as assigned.

• Coordinate and implement all necessary office procedures and functions.
• Manage vendor relationships including vendors providing office supplies and support.
• Assist with scheduling and coordination of meetings, and aid with room setup, welcoming visitors, preparing and printing materials, and taking and distributing meeting minutes.
• Compose, format, and type routine office correspondence; process all incoming and outgoing mail; sort, distribute, and respond appropriately to mail received.

Database and Technology Support: The Administrative Assistant is proficient with the full Microsoft Office Suite and competently maintains the database system.

• Enter and manage all records associated with athletes, coaches, and volunteers, including Area, Regional, and State competition statistics.
• Maintain records and files with precision and accuracy and ensure data is up to date.
• Regularly create Excel reports on a variety of data sets.

Event Support: Under the direction of the Director of Program for Unified Sports programs, the team organizes and supports three large statewide competitions each Fall, Winter, and Spring.  These exciting events take the Administrative Assistant from behind the desk and onto the field with athletes, coaches, and families.

• Manage competition vendor relationships including the suppliers of sports equipment, awards, and medical supplies.
• Support volunteer processes by accessing and processing volunteer applications and registrations.
• Manage pre-registration process for athletes and coaches and assist with onsite event registration.
• Maintain and update profiles for critical points of contact and basic organizational information.

Minimum Qualifications:

• High school diploma or equivalent required, plus two years of related experience; Associates degree preferred.
• Experience working or volunteering in the field of Developmental Disabilities is preferred.

Skills and Abilities:

• Strong interpersonal and communication skills.
• Strong written skills, including a thorough command of proper grammar.
• Ability to work independently and cooperatively with efficiency.
• Flexible and patient with changing priorities and deadlines.
• Position requires working both standing and sitting.  Must be able to lift and carry light loads (5-30 pounds for short distances, approximately one block).
• Some weekends and evenings will be needed.

Please submit a cover letter and resume to Sensa Recruiting at dakota@sensarecruiting.com. Please reference the job title in the subject line. 

Special Olympics New York is proud to be an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, national origin, political affiliation, sexual orientation, marital status, disability, neurodiversity, age, parental status, socio-economic background, military service, or any other characteristic or status protected by applicable law.