Administrative Assistant​/Office Manager at Commonpoint Queens , NY

Administrative Assistant / Office Manager – Commonpoint Queens

Location:

Commonpoint – Central Queens (67‑09 108th St., Forest Hills, NY, 11375)

Health & Wellness Department

Employment Type:

Part‑time (19 hours per week, non‑union)

Reports To:

Senior Director of Health & Wellness

Potential Work Shift Options:

• Mondays‑Thursday: 9:00 am‑1:00 pm
• Monday: 2:00‑7:00 pm
• Friday: 2:00‑7:00 pm
• Saturday & Sunday: 8:00‑12:00 pm, 12:00‑5:00 pm, 5:00‑11:00 pm

The Administrative Assistant/Office Manager plays a key role overseeing administrative operations and ensuring high‑standard client service delivery within the Health & Wellness Department at Central Queens. Responsibilities include supervising front desk staff, coordinating program registration, handling facility bookings, and supporting smooth daily operations.

Must possess strong organizational, communication, and leadership skills, with the ability to manage multiple priorities in a fast‑paced environment.

Client Services, Office Operations & Marketing Support

• Primary administrative contact for Aquatics, Sports, Dance, and Personal Training programs, special events, and services.
• Deliver exceptional customer service in person, over the phone, and via email.
• Coordinate and process registrations for all program types and room/gymnasium rentals, seasonal programs, and summer/holiday camps and clinics.
• Respond to inquiries and follow up with clients in a timely and professional manner.
• Maintain accurate records of participant data, attendance, payments, registrations, and refunds.
• Set up and maintain program registrations in Salesforce prior to each new seasonal session.
• Create and maintain class attendance sheets and internal tracking logs.
• Collaborate on marketing initiatives, including promotional flyers and website updates.
• Assist with social media engagement to promote Health & Wellness programming.

Administrative Management

• Oversee day‑to‑day front desk operations and maintain an organized environment.
• Train, supervise, and evaluate administrative staff; implement corrective actions when needed.
• Maintain program registration system in Salesforce – Traction Rec.
• Manage refunds and credits.
• Maintain inventory for point‑of‑sale items, uniforms, swim caps, and dance tickets.
• Assist with special events, open houses, and community outreach initiatives.

Facility & Program Support

• Oversee room and gymnasium rentals, including contract management, scheduling, and payment processing.
• Support the Senior Director of Health & Wellness and the Director of Aquatics with administrative and project‑based tasks.
• Monitor program enrollment trends and provide reports to leadership.
• Coordinate, attend, and participate in staff meetings and planning sessions.
• Greet potential new members and give tours of the gymnasium, pool, and fitness center.

• Associate’s or Bachelor’s degree preferred, or equivalent education and at least three years of administrative experience.
• Strong proficiency with computer systems, registration platforms, spreadsheets (Google), and office software.
• Experience in customer service, administrative support, and data management.
• Excellent organizational skills and attention to detail.
• Outstanding interpersonal and communication skills; able to work with diverse clients and staff.
• Leadership experience, including staff supervision, training, and performance management.
• Familiarity with local Forest Hills youth dance, sports, and swim programming is a plus.
• CPR/First Aid certification, or willingness to obtain mandatory training upon hire.

Other Duties

Perform additional assignments as required to meet the evolving needs of the department.

$20.00–$22.00 per hour, based on experience.