Administrative Coordinator/Office Manager, Astraea Lesbian Foundation for Justice, New York, NY

Administrative Coordinator/Office Manager

Posted on: July 17, 2013
Posted by: Astraea Lesbian Foundation for Justice

DESCRIPTION

Provides administrative support to the Astraea office, including HR, IT, office management, and reception.

JOB DUTIES

• Responsible for certain fiscal responsibilities, including sorting, all incoming checks, donation checks and non-donation checks, as well as keeping a log of the check information, documenting and making copies of them and depositing them.

• Generate and process general invoices to all tenants, vendors and contractors, including either distributing invoices or creating a check request and getting appropriate approval for the check requests to be submitted to the fiscal department for payment of invoices.

• Responsible for all incoming and out-going mail, including distributing incoming mail, faxes and packages; maintenance of the mail meter machine including ensuring the postage machine has adequate postage and that outgoing mail is sent. Coordinate pick up of packages.

• Manage inventory and vendor relationships for all office, kitchen, and maintenance supplies and equipment (including, copiers, fax machines, utensils, condiments, etc.). Conducts research, reviews contracts with existing vendors, obtains quotes, and makes recommendations regarding new vendors and office equipment.

• File vendor agreements, contracts, etc. Sets up contract and service agreements. Schedule maintenance and repairs. Work with IT vendors to set up accounts and address needs of the phone system and network.

• Manage the office maintenance on a day-to-day basis, including interacting with building maintenance and cleaning vendors, ensuring general upkeep of the office and supplies, organizing cleaning days and committees for setting/cleaning up for in-office gatherings.

• Support setting up and orienting new employees and resolving questions and problems.

• Manage the process for keeping track of staff attendance, including overseeing the staff calendar, managing staff time tracking systems, and generating weekly time reports and biweekly accrual reports to monitor staff attendance and time off. Responsible for reviewing, printing and distributing timesheets.

• Works with the Director of Communications to mange the organization of and access to office technology.

• Works with the Deputy Director for fiscal, administrative and general operational support as needed.

• Performs other duties and projects assigned from time to time

SKILLS & QUALIFICATIONS

• Must have prior administrative experience of at least 3 years.
• Experience with Human Resource system a plus
• Must have excellent written and verbal communication and interpersonal skills.
• Must be detail oriented.
• Proficiency with MS Word and Excel; Databases and other computer programs a plus.
• Experience with office management.
• Good problem solving skills.
• Good planning and organizational skills.
• Working knowledge of mail processes such as postage machine, Federal Express and UPS.
• Ability to prioritize and manage ever-shifting priorities.
• Ability to work independently and as part of a team.
• Second language a plus.

HOW TO APPLY

Please send cover letter. salary requirements and resume to: jobs@astraeafoundation.org

Administrative Assistant, Dominican Women's Development Center, New York, NY

Administrative Assistant

Posted on: June 21, 2013
Application deadline: July 19, 2013
Posted by: Dominican Women's Development Center

DESCRIPTION

Under the direction of the Early Head Start Director is responsible for intermediate administrative support to the Early Head Start Program. Major tasks includes the coordination of data collection, program assessment, program evaluation and generation of reports and related documents. Maintains appropriate filing systems for program data and information both manual and electronically.

QUALIFICATIONS

Associate degree in secretarial science with a minimum of one year of professional experience providing services in a community-based setting. The position requires computer literacy; the ability to work with the public and program participants; ability to communicate with Latino families; excellent interpersonal skills; ability to work independently and as a member of the team. Must be fully bilingual and cognizant and sensitive to multi-cultural issues.

DUTIES & RESPONSIBILITIES

► Operates a PC to view, enter, edit, format, revise, print, process and distribute information and plans. Creates and produces a variety of written materials for the program such as correspondence, manuals, contracts, charts, reports and records.
► Operate reception area greeting families, answering telephone, copying, filing, ordering supplies, maintaining petty cash accounts, and performing other clerical duties as required by the Program Director.
► Coordinates, documents and tracks pertinent data to meet the information and reporting needs for the program, evaluates the reporting/record-keeping requirements and recommends the best means of tracking data, gathers data and calculates information for the early childhood program.
► Gathers and complies data from a variety of sources, determines the most appropriate information source and researches program documents to locate specific information; completes forms/documents according to established instructions.
► Plans, arranges and coordinates specific meetings, events, operational meetings, conferences or other group events; anticipates needs, puts together the necessary information, copies, material/equipment needs and ensures readiness in advance of the activity.
► Completes other tasks as directed by the program director to meet the organizations' mission and goals.

HOW TO APPLY

Send resume and cover letter EHS Staff to ltorresdwdc@gmail.com or by fax at 212-994-6065

Executive Coordinator & Board Liaison, Ms. Foundation for Women, Brooklyn, NY

Executive Coordinator and Board Liaison

Posted on: April 29, 2013
Posted by: Ms. Foundation for Women

DESCRIPTION

The Ms. Foundation for Women seeks a dynamic Executive Coordinator and Board Liaison who will serve as the "gatekeeper" of the President and CEO's Office and will manage schedules and communications with internal and external parties. In particular, s/he will be the point person for the Board of Directors and will facilitate effective and efficient communication between the Board of Directors, President and CEO, and Foundation staff. This position will report to the President and Chief Executive Officer (CEO).

KEY AREAS OF RESPONSIBILITY

President and CEO's Office Administration

• Manage the schedule of the President and CEO;
• Coordinate meetings via telephone, videoconference, and in-person;
• Prepare travel arrangements and itineraries for the President and CEO including hotel, flights, ground transportation;
• Keep the office of the President and CEO organized and operating effectively and efficiently through the development and maintenance of paper and electronic filing systems;
• Facilitate the tracking and signing of all documents executed by the President and CEO;
• Screen President and CEO's phone calls and determine and execute their proper handling;
• Assist in the creation of Power Point presentations, reports and other documents as needed;
• Assist in the coordination of regular Executive Team, Senior Management and cross-departmental team meetings; prepare agendas, notes and minutes as requested;
• Coordinate logistics for visitors to the office including: hotel, transportation, meeting space, meals, etc.;
• Prepare expense reports for the President and CEO and process payment of all President and CEO Office invoices;
• Coordinate with Development, Communication and Human Resources staff to maintain up-to-date partner contact information;
• Liaise with Executive Team, Senior Management and other staff to facilitate cross-departmental information sharing;
• Create monthly organization-wide metric reports in close coordination with the Executive Team, Directors of Human Resources and Information Technology, and Manager, Operations and Human Resources;
• Conduct and report findings on basic research, as required by the President and CEO.

Board Liaison

Board Engagement

• Coordinate logistics for all Board meetings;
• Work closely with the Executive Team and Senior Management to provide substantive organizational updates to the Board prior to each meeting;
• Coordinate with the Marketing & Communications and Development teams to arrange Board member participation in special events, such as dinners, networking events, and speaking opportunities; and
• Coordinate Board visits to the Ms. Foundation office.

Board Committees

• Coordinate with Committee chairs and Senior Management to schedule regular Committee meetings and distribute materials; and
• Attend Committee meetings and assist in the drafting of minutes, as needed.

Board Orientation

• Develop and maintain the Board Orientation manual; update orientation materials as necessary, and distribute to incoming Board members as they are selected; and
• Serve as the point person for new Board member orientation.

Communication

• Carry out the communications for several Board Meetings per year as well as all Board Committee Meetings.

Information Sharing

• Create monthly programmatic updates for the Board;
• Periodically send news articles and/or press releases that merit the Board's review; and
• Facilitate coordinated and streamlined communications between Board and staff.

Record Keeping

• Maintain all details related to the Board of Directors, including contact information, biographies, bylaws, meeting materials, and terms of service.

QUALIFICATIONS AND REQUIREMENTS

• Bachelor's degree in English, Communication, or Business Administration required.
• At least five years of high level/executive administrative support or other relevant experience.
• Demonstrated communication skills including excellent oral and written English language skills and ability to communicate ideas effectively.
• Demonstrated organizational skills, ability to organize and prioritize workload, track assignments and provide organizational support for high level executive.
• Ability to successfully execute multiple, simultaneous projects on tight timelines with quality results.
• Ability to work both independently and collaboratively.
• Advanced computer skills including Microsoft Excel, Word and PowerPoint.
• Ability to multitask and problem solve.
• Ability to interact effectively with a variety of people at different levels in a diverse and multi-cultural environment.
• Excellent interpersonal skills.
• Must possess a commitment to the mission and values of the Ms. Foundation for Women and an interest in social justice and women's issues.

HOW TO APPLY

Please submit a cover letter with salary requirements and your résumé to Human Resources at http://forwomen.org/content/5/en/

Please, no follow-up phone calls or faxes. We regret that it is not possible to communicate with candidates except those who most closely match our requirements. Thank you.

The Ms. Foundation for Women is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.