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Program Administrator

The Educational Alliance

This is a Full-time position in New York City, NY posted October 14, 2021.

Title: Program Administrator Division
– Department: 14th Street Y Classification: Non-Union – Full Time Date: August 15, 2021 Supervises: none JOB PURPOSE Reporting to the Interim Director of Operations & Administration, the Program Administrator is responsible for ensuring the seamless execution of various program operations at the 14th Street Y, which includes management of administrative items for the executive team, daily management of the building calendars, supporting rentals, vendor management/purchasing, and other building administrative tasks.

In addition, assist with other projects as assigned.

SCOPE OF INFLUENCE * Collaborates with all 14th Street Y departments * Partners with internal teams and external customers * Interfaces with the Executive team of the Educational Alliance KEY RESPONSIBILITIES AND ACCOUNTABILITIES Executive Team Administration
– 20% * Track of receipts and submit monthly expense reports * Assist with executive calendar management and setting up meetings for all staff & other 14Y events * Take meeting notes/minutes * Assist with projects as directed Room Booking & Rentals
– 50% * Room Booking * Oversee building calendar, approving requests & managing changes * Update room set-up and tear-down tasks and assign them in the system * Run report and print daily schedule for security * Train new staff on how to submit requests for room booking * Rentals * Maintain records of rentals policies and price structures that are approved by the Executive Team * Manage communications with external stakeholders interested in renting space at the 14Y * Customize contracts for rentals and ensure they are signed before the rental is to take place * Track and process billing and payments of rentals.

* Help with box office/check in ’ s during events/rentals as needed.

* Support rentals in person as needed, which could include overseeing compliance of renters, checking renters in and giving them orientations as needed, etc.

* Ensure necessary staff are aware of upcoming rentals and that all operations and supplies are in place 14Y Administrative Tasks
– 30% * Support programs in registrations, collections, and database management * Assist with sorting and processing mail * Submit invoices and purchase orders into the online Vendor Management system * Follow up weekly on invoice submissions for all 14Y departments to ensure things are paid on time, or troubleshooting if ne cessary * Work with front desk staff to ensure deliveries between 14y and MCC happen smoothly, including checks to be deposited, things to be picked up, etc.

* Keep inventory of office supplies throughout the building and order accordingly.

* Complete other projects as assigned JOB REQUIREMENTS Required Knowledge * At least 3
– 5 years’ experience managing an office with multiple departments or other relevant experience outside of an office setting * Extremely organized and able to multi-task * Knowledge of Microsoft Office programs ( ie : Word, Excel, etc.) required * Willingness to get fire department certifications for building and event compliance * Comfortable and able to speak with Executives * Ability to efficiently manage time, self-direct work, and ask for help if needed * Availability to work some evenings and weekends (mostly weekends) when needed for rental management * Willingness to be part of a team, working together to make things better and more efficient Role Key Competencies * Planning / Organization * Technology / Systems Management * Communication / professionalism * Time management * Innovation