Administrative Assistant - Upstate Program - Genesee Region

Genesee Region, NY, Full time

Title: Administrative Assistant, Upstate Program

Location: Pittsford, New York

Position: Full-time 

Compensation: $15.00 - $17.00 per hour (depending 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, Upstate 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 Regional Director – Upstate Program, the Administrative Assistant is a mission-driven professional responsible for providing administrative support for all program-related activities. Collaborating with Rochester, Buffalo, Syracuse, and Southern Tier offices 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 regional coach education and regional 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.
  • Inclusion, Unified Sports and the Unified Champion School programming are present and prioritized in the foundation of our core elemental movement, found embedded in our seasonal and annual calendar, and activity. All program staff members hold responsibilities collaterally and fundamentally for inclusive mission and the Unified programming.



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.

  • Manage and implement all necessary office and vehicle 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.
  • Create, edit and process routine office correspondence (letters, reports, minutes, spreadsheets, invoices, etc.)
  • Respond to email, telephone calls and voice mail by providing general information, answering questions and directing individuals to the appropriate parties as necessary.
  • Process incoming and outgoing mail and faxes.
  • Assist with scheduling and coordination of meetings, including meeting minutes.


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.
  • Manage digital and paper records associated with program participants, program activity, and program statistics.
  • Maintain records and files with precision and accuracy and ensure data is up to date.
  • Operate and maintain a computer utilizing various business software (email, word processing, database, video conferencing, etc.)
  • Regularly create Excel reports on a variety of data sets.


Event Support: Under the direction of the Regional Director – Upstate Program, the team organizes and supports regional competitions each Fall, Winter and Summer. These exciting events take the Administrative Assistant from behind the desk and onto the field with athletes, coaches, and families. 

  • Provide support for special events and projects as needed.
  • 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.
  • Assist in the preparation, coordination and distribution of community engagement materials, training school materials and tracking certifications.



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, resume, and salary requirements to Sensa Recruiting at 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.

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