Office and Data Manager, YouthBuild

Description

Rooted in the Bronx, New Settlement stands with community members to break systemic barriers, advance justice, promote leadership and strengthen neighborhoods. By ensuring agency around education, employment, housing, wellness and creative expression, we help cultivate an equitable society where individuals and families have the power to use their voice to create the change they wish to see.

Since New Settlement’s inception in 1989 as a settlement house rooted in the Bronx, our organization has been a responsive community partner. Originally established to revitalize abandoned buildings into affordable housing, New Settlement has since evolved into a multi-generational, forward-looking organization. We support 15,000 members of the community annually by providing organizing in housing and schools, and programs in education, college access, youth development, arts, workforce development, wellness and more. EEO/AA

JOB SUMMARY: Reporting to the Program Director, the Data and Office Manager is a key member of the New Settlement YouthBuild team, overseeing all administrative operations and data management functions for the program. This position ensures the smooth functioning of office systems and supports contract compliance by managing student records, fiscal processes, and performance tracking. The Data and Office Manager also plays a vital role in participant engagement, interacting directly with young adults ages 17.5 to 24 and serving as a liaison between the program and various administrative departments. This role requires a high degree of initiative, professionalism, attention to detail, and the ability to exercise discretion in managing confidential information and vendor relationships.

Job Duties include but not limited to:

Administrative Operations

• Oversee daily office functions, including reception, scheduling, supplies, and coordination of building maintenance or incident reports.
• Serve as the point of contact for administrative matters with the main office, including facility and operational coordination.
• Order and maintain inventory of supplies and materials; build and manage vendor relationships.
• Support general office duties such as correspondence, filing, answering phones, copying, and scanning.
• Provide administrative support for special events, recruitment campaigns, and volunteer activities.

Data Management & Reporting

• Oversee and maintain internal and external databases, spreadsheets, and digital recordkeeping systems.
• Enter and track data related to student activities, attendance, assessments, and program outcomes.
• Generate accurate and timely reports for internal use and external funders, including monthly data reports for the Program Director.
• Monitor data trends and support program evaluation and continuous improvement efforts.

Fiscal Administration

• Track and process student timesheets; submit for payroll processing.
• Oversee completion and submission of W-9s and related fiscal documentation.
• Support the Program Director with purchasing and budget tracking as needed.

Student Services & Enrollment

• Manage the full student intake and application process, including conducting interviews and verifying eligibility.
• Provide information to prospective students, collect supporting documentation, and maintain the enrollment pipeline.
• Track attendance, student performance, and follow up with students who are absent.
• Maintain and update student files in accordance with program and contract compliance requirements.

Additional Duties

• Support staff if assigned.
• Participate in team meetings, training, and professional development.
• Perform other duties as assigned by the Program Director

Qualifications

QUALIFICATIONS & EXPERIENCE:

• Bachelor’s Degree or a minimum of 4 years of relevant experience in office administration, data management, or a related field.
• Previous experience working with youth in a community-based setting, particularly using a positive youth development model.
• Strong commitment to empowering young adults and helping them reach their academic and career goals.
• Experience developing and improving administrative systems is strongly preferred.
• Prior supervisory experience is a plus.
• Excellent organizational skills and attention to detail; ability to manage multiple projects simultaneously.
• Strong computer skills, including proficiency with Microsoft Office, Google Workspace, and database systems.
• Knowledge of career counseling and youth employment training is preferred.
• Excellent written and verbal communication skills.
• Comfort working with individuals is impacted by the criminal justice system.
• Bilingual (English/Spanish) preferred.

POSITION REQUIREMENTS:

• Must be cleared and maintain clearance throughout duration of employment by NYC DOE fingerprinting.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this job.

• The ability to sit, stand, walk, and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear.
• The ability to frequently sit and reach with hands and arms.
• The ability to occasionally lift and/or move up to 20 pounds.

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

• Must be able to utilize office equipment such as desktop/notebook computers, copiers, printers, scanners, telephones, and calculators.
• The noise level in the work environment is usually moderate.

Employment is at will and employees will undergo 45- and 90-day check-ins during their 90-day probationary period.

NOTICE: The above statements are intended to describe the general nature of the environment and level of work being performed by this job. This job description in no way states or implies that the duties and responsibilities listed are the only tasks to be performed by the employee in this job. The employee will be required to follow other instructions and to perform other job-related duties requested by their supervisor. This job description supersedes prior job descriptions. When duties and responsibilities change and develop, the job description will be reviewed and subject to changes of business necessity.

New Settlement is proud to be an Equal Opportunity Employer, and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected factor under federal, state, or local law.

This job description indicates in general the nature and levels of work, knowledge, skills, abilities, and other essential functions expected of an employee. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of you as an employee. You may be asked to perform other duties as required.