Program and Administrative Services Coordinator

Location: Middletown, NY (On Site) Hours: M-F 8:30 am to 5 pm Rate of Pay: $26 to $27 per hour

Overview Of Primary Responsibilities: The Coordinator, Program & Administrative Services has the primary responsibility for delivering program objectives under the Chief Program Officer's oversight, while also providing shared administrative supports to the Chief Administrative Officer. The Coordinator will have some administrative support functions for the Chief Clinical Officer as well. The Coordinator assists with driving key initiatives forward while continuing to provide administrative coordination and support. The role is ideal for someone who has demonstrated strong organizational and communication skills and is ready to expand into project management within our mission-driven nonprofit environment.

Primary Functions:

• Project Coordination:
• Assist with planning, organizing, and tracking progress on organizational and departmental projects.
• Support the development of project timelines, deliverables, and task assignments in coordination with executive staff.
• Monitor project deadlines, follow up with team members, and provide status updates.
• Coordinate site visits and ensure timely completion of contracts and required documentation.
• Research and identify grant opportunities that align with organizational goals and funding needs.
• Prepare and submit compelling grant proposals, letters of inquiry, and supporting documentation.
• Track deadlines and ensure timely submission of grant applications and required reports.
• Maintain organized records of grant applications, awards, and reporting requirements.

Administrative Support:

• Provide scheduling and calendar management for CPO, CAO, and CCO.
• Bring urgent items to executives' attention.
• Coordinate registration for events and conferences for executives, including travel, transportation, and lodging.
• Help compile data and materials for board meetings, strategic discussions, and executive communications.
• Draft and edit correspondence, emails, memos, letters, spreadsheets, and reports.
• Provide backup support for administrative team members as needed.
• Record, prepare, and circulate draft and final Board Meeting minutes per rotation schedule.
• Ensure all CPO and CAO meeting tasks are assigned and tracked through completion.
• Ensure fully executed contracts are loaded into Agiloft and shared with department or program leadership.
• Support the development and planning of staff engagement and recognition, including events and initiatives.
• Manage mail distribution per protocol.

Additional Functional / Organizational Support:

• Serve as point of contact for Agency headquarters by greeting, directing, and guiding visitors, callers, and employees, if needed.
• Provide phone support and customer service expertise with answering, routing, and returning calls in a timely and efficient manner.
• Coordinate, organize, schedule, and de-conflict CPO, CAO, and CCO calendars.
• Oversee office support functions including replenishing and ordering office supplies, placing maintenance work orders, and performing general office duties.
• Support special projects as assigned by leadership.
• Reconcile agency credit card for CPO.

Qualifications And Attributes:

• Excellent time management skills; conscientious with excellent follow-through skills.
• Strong project management skills.
• Experience with creating and maintaining effective working relationships with staff at all levels.
• Skilled in data analysis.
• Advanced skills in using Microsoft products including Excel, PowerPoint, etc., and the ability to quickly learn other software systems including contract management systems, Canva, etc.
• Excellent interpersonal and communication skills.

Education And Experience:

• Bachelor's degree with at least 2 years of business administration experience, or 5 years of relevant work experience.