Department Coordinator

This is a fully remote position, open to applicants in New York.

📋 Description

• Provide administrative assistance within the department and act as the primary support for leadership.

• Execute advanced and intricate administrative tasks, including managing departmental accounts, exercising independent judgment.

• Offer work guidance to other support personnel.

• Prepare and review reports and documents; attend meetings to take minutes.

• Oversee office management systems and manage incoming calls.

• Organize administrators' calendars, travel arrangements, and project timelines.

• Create procedures and schedules to fulfill departmental operational needs.

• Maintain records and reports of departmental activities.

• Communicate information, policies, and operational procedures to faculty, staff, students, parents, and visitors.

• Prepare administrative reports, analyses, operating-budget details, and financial statements.

• Coordinate departmental accounts, expenditures, asset management, orders, and expense distributions.

• Act as a liaison between leadership, administrators, faculty, staff, students, visitors, external agencies, and organizations.

• Arrange accommodations and coordinate activities for visitors and special events.

• Manage conference-room usage, calendars, seminars, workshops, and departmental initiatives.

• Develop informational materials, presentations, communications, and publications.

• Supervise up to two support staff, allocate work, ensure training is provided, and conduct performance assessments.

• Perform additional duties as assigned.

⛳️ Requirements

• An associate's degree and a minimum of 3 years of progressively responsible experience in administrative support is required, or an equivalent combination of education and experience.

• Proficiency in Microsoft Suite, FileMaker Pro, virtual collaboration tools like Zoom and Box, and Adobe.

• Familiarity with office procedures, database entry principles, customer service and public relations, mathematics, mailing and distribution methods, training principles, leadership principles, budget management, inventory and supply maintenance, and event planning.

• Ability to effectively communicate and interact with individuals at all levels, both verbally and in writing.

• Intermediate knowledge of hardware and software functionality is preferred.

🏝️ Benefits

• Remote work arrangement

• Full-time schedule

• 40 scheduled weekly hours

• Regular employment status