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Administrative Coordinator

2 months ago

Brooklyn, United States Brooklyn Bridge Park Conservancy Full time

Brooklyn Bridge Park Conservancy's Department of Public Programming is seeking an experienced, full-time Administrative Coordinator to join its team.

Brooklyn Bridge Park Conservancy plays a vital role in creating and energizing this community-focused, world-class urban oasis on the Brooklyn waterfront. A 501(c)3 non-profit, we bring this unique park space to life with more than 500 innovative and engaging educational, cultural, fitness and recreational programs each year. Our free and low-cost events create new and exciting opportunities for tens of thousands of NYC residents and visitors to learn, grow, and experience all that Brooklyn Bridge Park has to offer.

The Conservancy is seeking a full time Administrative Coordinator to support our public programming department. The department presents approximately 150 programs annually, in genres including dance, music, theater, opera, sound installation, performance art, digital-only presentations, and related hybrids. This position will report directly to the Director of Public Programs (DPP) and lead specific programs as mutually determined.

The Administrative Coordinator is responsible for providing administrative support to the DPP and the Programming department. The successful applicant will possess strong organizational and multitasking skills, excellent follow-through and time management, computer proficiency, as well as a positive attitude while interacting with staff, partners, vendors, program participants and visiting artists.

PRIMARY RESPONSIBILITIES & DUTIES:

  • Manage the department's operations, including supplies & hospitality ordering, vendor liaison, and maintaining files and records
  • Building contracts with new and existing vendors 
  • Invoice tracking and working consistently with the Conservancy's accounting department
  • Responding to inquiries, resolving complaints, and providing information about the organization's programs and services
  • Prepare reports and presentations with the DPP
  • Maintain the marketing schedules & liaising with communications 
  • Manage seasonal event calendars and all necessary documentation of programs, including park, fire and sound permits
  • Support Public Programs Coordinator as needed, including the supervising and training of a seasonal workforce of 15-20 people
  • Collaborate with the DPP on partnership development and programmatic improvements
  • Communicate regularly (phone, email, in-person) with staff, partners, vendors, and program participants
  • Track participant data, including statistics and attendance; head survey collection
  • With Program Coordinator, maintain inventory control and maintenance of all programming equipment; order materials related to programming and retain file back-ups of all details
  • Track and reconcile expenses as well as program budgets related to Public Programs
  • Work directly with Park Operations to successfully permit & administrate programs

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

  • Bachelor's degree
  • 2+ years of experience in an administrative support role
  • Excellent organizational and time management skills
  • Strong communication and interpersonal skills
  • Proficiency in Microsoft Office, Google suite, Adobe programs, Canva

This is a hybrid (on-site and remote) position based out of our 334 Furman Street offices. Must be on-site  minimum 3 days per week.

Compensation: 
This is a full-time (35 hrs), non-exempt position. Schedule may vary based on program needs. Compensation is $55,000 a year.

Generous benefits include:
      ●      Health Insurance covered at 100% (Oxford Liberty Network) or 90% (Oxford Freedom Network) employer paid depending on plan choice, covering employee, spouse, or family
      ●      Dental and Vision offered, 100% employee paid
      ●      401K match of 50% of eligible contributions up to $2,000
      ●      All major holidays paid, plus two floating holidays
      ●      Long-Term Disability and $10,000 of life insurance
      ●·       Ability to take advantage of pre-tax Commuter benefits and Flexible spending accounts
      ●      Employee Assistance Program

Paid Time Off: 
In the first years of employment, you will be eligible for 15 vacation days (prorated for first partial year, reset in Jan 1 each year), 12 paid federal holidays and 2 floating holidays. You are also entitled to 10 sick days per year. Additional vacation days accrue according to years worked in the organization. 

Brooklyn Bridge Park Conservancy is deeply committed to an inclusive and equitable work environment. BIPOC, women, and gender-nonconforming candidates are strongly encouraged to apply. We know that systemic inequities in hiring have caused people from historically marginalized groups to only apply to jobs if they meet all of the qualifications. We encourage you to break this statistic and apply, as no one ever meets 100% of the qualifications.

Brooklyn Bridge Park Conservancy 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 policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Disclaimer: The information in this job description indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor be interpreted as, a comprehensive inventory of duties, responsibilities, qualifications, and objectives required of employees assigned to this job.