Administrative Coordinator- New York, Ny

POSITION OVERVIEW

The Justice Initiatives (JI) Admin Coordinator will participate as a member of a team of the Justice Initiatives Department and support the Associate Vice President in all relevant tasks. The JI Admin Coordinator will support on data collection, grants management, and goal achievement of the department. The JI Admin Coordinator will assist in the general operations and administrative parts of keeping the all the JI programs running. The Justice Initiative’s Department is made up of 10 different programs.

Salary: $55,000 - $60,000

MAJOR DUTIES AND RESPONSIBILITIES

Grants & Data Management

• Provide support to the 10 Justice Initiatives programs and ensure that all grant reporting is done in a timely manner.
• Work closely with the AVP to establish system for tracking program’s goals and outcomes.
• Locate and correct data entry errors or report them to supervisors.
• Compile, sort and verify the accuracy of data before it is entered through review of participant documentation.
• Assist in the development of data tracking and monitoring systems.
• Adhere to all data entry criteria and standards established by URI and programs.
• Assist in creating visual representations and reports of data to include in monthly/quarterly reports and grant reports as directed by Director.
• Ensure data and reporting requirements are met.
• Accurately inputs and track metrics in selected database and related data and other duties as may be assigned by the Managers or Directors including supporting in reporting.

Administrative

• Order, purchase and monitor office, and other supplies or food that is necessary for efficient operation of the program.
• Support the managers and directors in submitting check requests to finance and supporting the internship program
• Coordinate and set-up staff training, workshops, participant groups and general meetings. Manage the room calendars and coordinate with staff from around the organization.
• Answer telephone, schedule appointments, and attend to participants including distribution of metrocards, petty cash, gift cards and intake paperwork when needed and as directed.
• Manage the reconciliation of metrocards, petty cash, gift cards, and office orders
• Attend to the front desk and manage the waiting room and speak with clients in a kind and supportive manner.
• Review and route mail, faxes and other correspondence.
• Assist in maintenance of confidential participant files.

Other Duties:

• Meet weekly with AVP for supervision and perform other duties assigned by the Managers or Directors.
• Attend training seminars.
• Participate in monthly staff meetings and in training seminars conducted to enhance and develop one’s skills.
• Other duties as requested based on department, program and/or organizational needs.

SPECIFICATIONS FOR EDUCATION/CERTIFICATIONS/LICENSES

• B.S/B.A preferred

REQUIRED SKILLS AND EXPERIENCE

• Commitment to the vision and mission of Urban Resource Institute.
• Demonstrated passion and commitment to public interest and an understanding of trauma-informed services.
• Minimum of three (3) years-of experience in administrative duties and/or data entry.
• Ability to be empathetic and practice active listening when engaging with clients, specifically survivors of domestic violence.
• Highly motivated and very organized, with proven capacity to work independently, take initiative, and thrive in high-paced environment.
• Demonstrated sensitivity and experience with and/or knowledge of domestic violence within and against disenfranchised communities including individuals who identify as lesbian, gay, bisexual, transgender, queer, and/or HIV-affected, the elderly and individuals with mental health issues.
• Experience collaborating in a multi-disciplinary, diverse team, maintaining a healthy work environment for staff that encourages professionalism, respect, equality, diversity and continuous improvement.
• Ability to work independently and in a team, assess priorities, take initiative, handle multiple assignments, and meet deadlines.
• Excellent interpersonal skills with the ability to work well with people of diverse educational, cultural and professional backgrounds.
• Must be a responsible individual with a reputable character, known to exercise sound judgment, maintain confidentiality, and cope with stress and crises in a calm manner.
• Willingness to travel to residential and community program spaces, and community partner sites
• Computer proficiency in Microsoft Office, Google Docs, and Apricot.

SPECIFICATIONS FOR WORK ENVIRONMENT

• EEP’s office is located in the Grand Central area
• The work environment varies given work location but generally is bright and medium in environmental noise, medium in work-pace, and high in work volume and diversity of initiatives/tasks
• Work schedule includes four days working in the office or across URI program sites and one day working from home; flexibility is required to meet on-site demands throughout the week.
• In general, this position will work Monday-Friday 9am to 5pm with some exceptions required for some other occasional engagements as needed.

Urban Resource Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Education

• Bachelors or better