Administrative Support Associate Jobs

About The House of the Good Shepherd

For more than 150 years, The House of the Good Shepherd (HGS) has changed children's lives by providing individualized, compassionate care to youth and families through residential, educational, community, and foster care programs across Central New York, the Mohawk Valley, and the North Country. HGS is grounded in empathy, resilience, and the Sanctuary Model of care, which guides our commitment to healing and hope.

Job Overview

The Administrative Support Assistant provides front-desk and routine administrative support at the Lomond Business Office to the Executive Assistant to the CEO, Chief Executive Officer, and other authorized leaders. Responsibilities include welcoming visitors, supporting meetings and events, and maintaining office records and supplies. This position does not provide direct supervision.

Job Responsibilities

• Manage daily visitor access through the video intercom and entry system; confirm visitor identity and purpose, admit authorized visitors, follow sign-in procedures, and notify appropriate staff. Arrange coverage for planned absences.
• Answer, screen, and route telephone calls and shared-mailbox communications; provide accurate general information without disclosing confidential or protected information.
• Monitor the reception area and promptly report safety, security, privacy, or emergency concerns in accordance with approved procedures.
• Receive and distribute mail and deliveries; prepare outgoing and interoffice mail and handle confidential or time-sensitive materials according to established procedures.
• Assist with meeting and organizational event logistics, including scheduling, room setup, refreshments, technology coordination, and preparation of materials for Board of Directors and other meetings as assigned or needed.
• Provide routine administrative support, including but not limited to scheduling, data entry, correspondence, document preparation, copying, scanning, filing, and updating trackers.
• Maintain office and breakroom supplies and orderly shared spaces; order supplies and verify deliveries in accordance with purchasing and approval procedures for the business office.
• Upload documents and data to approved agency systems and shared drives; maintain accurate records in accordance with record-retention and secure-destruction requirements.
• Pulls camera footage for investigators as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Supports the redactions and record support for all data needs
• Protect confidential employee, youth, family, and organizational information and limit access to what is needed for assigned work.
• Serve as backup to the Executive Assistant to the CEO for routine calendar coordination, meeting scheduling, and other administrative tasks as assigned.

Additional Responsibilities

May perform other related administrative and office support duties as assigned, consistent with established procedures and access permissions. This statement does not identify those additional duties as essential functions.

Job Requirements

• High school diploma or equivalent required. An associate degree or additional education in office administration, business, communications, or a related field preferred.
• At least one year of front desk, customer service, or office experience preferred.
• Current New York State Notary Public commission a plus.
• Basic computer skills, including Microsoft Outlook, Word, Excel, and Teams, and the ability to learn office systems.
• Strong customer service, organization, attention to detail, and written and verbal communication skills.
• Ability to manage interruptions and competing priorities while remaining calm, accurate, and professional.
• Sound judgment regarding visitor access and confidential information, including when to ask for help or report concerns.
• Ability to follow procedures, accept direction, and complete assignments reliably.
• Ability to travel locally between HGS locations as needed and meet agency driving requirements when operating a vehicle on agency business.
• Must complete and maintain legally required, job-related background checks, clearances, credentials, and post-offer health requirements applicable to the position, assigned program, and work location, consistent with applicable law and HGS policy.
• Mission-Driven Service: Connects assigned work to the safety, dignity, well-being, and service experience of children, families, employees, candidates, visitors, and partners and follows service, safety, privacy, and documentation requirements consistently. Demonstrates commitment to HGS's mission, respectful teamwork, and accountability.
• Integrity & Accountability: Keeps commitments, follows policy and legal requirements, documents work accurately and on time, protects confidential information, owns errors, and promptly reports concerns or barriers.
• Respectful Collaboration: Listens to understand, communicates respectfully and accessibly, shares relevant information, completes reliable handoffs, and raises disagreements calmly through the appropriate process.
• Sound Judgment & Improvement: Checks facts, follows established procedures, asks questions when information or authority is unclear, reports potential concerns promptly, and uses feedback to improve future work.
• Determination & Results: Prioritizes assigned work, prepares next steps, meets deadlines, adapts to changing needs, and seeks support before a delay or risk affects others.

Equal Employment Opportunity

HGS is an Equal Opportunity Employer. HGS provides equal employment opportunities to all employees and applicants without regard to race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy or pregnancy-related condition, sexual orientation, gender identity or expression, age, disability, predisposing genetic characteristics, marital status, familial status, military or veteran status, status as a victim of domestic violence, arrest or conviction record as protected by law, or any other status protected by applicable federal, New York State, or local law. HGS prohibits retaliation and provides reasonable accommodations as required by law.