Administrative Operations Coordinator

2 weeks ago

New York, New York, United States Counseling in Schools Full time

About Counseling In Schools (CIS): CIS is a vibrant community-focused organization established in 1986, dedicated to fostering the emotional and social development of children, enabling them to excel academically and thrive in life. For nearly four decades, we have built strong partnerships with local educational institutions, shelters, and communities, ensuring that children in New York City have the support they need to flourish in all aspects of their lives. Our team comprises licensed mental health and youth development experts who are deeply integrated into the community, offering programs that empower children, families, educators, and administrators with essential tools to navigate challenges effectively.

Position Overview: We are in search of a meticulous, organized, and proactive Administrative Operations Coordinator to become a vital part of our team. The successful candidate will leverage their experience, demonstrate sound judgment, and manage multiple tasks efficiently. This role is highly visible, serving as a representative of the Chief Operating Officer (COO) and the organization to various stakeholders. The ideal candidate will excel in collaboration across departments to identify solutions and enhance operational effectiveness.

Key Responsibilities:

  • Support the daily management of operations by coordinating with various departments to ensure seamless functionality.
  • Demonstrate proactive communication and manage correspondence between internal teams and external partners.
  • Anticipate and fulfill the COO's diverse administrative needs to exceed expectations.
  • Develop and maintain detailed databases, reports, and spreadsheets related to organizational metrics and financials.
  • Assist in the formulation and execution of operational policies and procedures to boost efficiency and accuracy.
  • Analyze departmental performance metrics and devise strategies for operational enhancement.
  • Prepare comprehensive operational reports and documentation.
  • Identify opportunities for improvement within the organization and contribute to innovative operational processes.
  • Represent the COO with professionalism to both internal staff and external stakeholders.
  • Keep the COO informed of daily developments, exercising sound judgment regarding urgency.
  • Manage the COO's calendar to prevent scheduling conflicts.
  • Prioritize tasks and take initiative with minimal supervision.
  • Oversee vendor relationships, including contract negotiations and service delivery scheduling.
  • Develop and manage the operational budget effectively.
  • Process expense reports for the COO on a weekly basis accurately.
  • Prepare for meetings by organizing documents, setting up necessary technology, and ensuring participant availability.
  • Perform general administrative duties within established deadlines.
  • Respond to all phone calls and emails professionally and promptly.
  • Provide administrative support to other executives and their assistants as required.
  • Assist with additional tasks as directed by the COO.

Qualifications:

  • Bachelor's degree in operations management or a related field.
  • A minimum of two years of experience in providing operational or administrative support to executive-level personnel.
  • Excellent verbal and written communication skills in English.
  • Self-starter with the ability to work independently and take initiative.
  • Highly organized, detail-oriented, and solution-focused.
  • Proven ability to multitask effectively.
  • Collaborative mindset with strong interpersonal skills.
  • Ability to maintain composure in high-pressure situations.
  • Demonstrated critical thinking and relationship-building capabilities.
  • Resourceful and flexible approach to problem-solving.
  • Proficient in MS Suite, G Suite, Canva, and familiar with modern program systems.
  • Understanding of the complexities of collaboration within a community-based organization in NYC is advantageous.

Requirements:

  • Availability to work full-time in our main office.
  • Willingness to travel within NYC as necessary.

Benefits:

  • Generous Paid Time Off (PTO) policy, including over 30 days of PTO plus paid holidays.
  • Comprehensive health care coverage, including medical, dental, and vision benefits.
  • Transit Check Program to facilitate cost-effective commuting.
  • 401(k) plan with company contributions for retirement savings.
  • Life insurance coverage for peace of mind.
  • Referral bonuses for successful candidate recommendations.

Benefits are subject to change.

Compensation: Salary range of $50,000 - $55,000, commensurate with experience.

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