Program and Administrative Services Coordinator

Our dedicated front line staff are out in the field making it happen on a daily basis. Our administration staff play a key role in supporting our frontline staff by giving them the resources and tools they need to be successful. Whether Finance, HR, IT, or Quality Assurance is your game, you’ll be supporting our agency to be able to provide the best programs and services possible. You’ll get to work in a supportive, creative culture with many benefits.

Location: Middletown, NY (On Site)

Hours: Monday-Friday 8:30 am to 5:00 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 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 finding 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.
  
  

Administrative Support

• Provide scheduling, calendar management for CPO, CAO and CCO.
• Bring urgent items to executives' attention
• Coordinates registration for event and conferences for executives to include travel, transportation and/or 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.
• Recording, preparing and circulating draft and final Board Meeting minutes, per rotation schedule.
• Ensuring all CPO and CAO meeting tasks are assigned and tracked through completion Page 2 of 2
• Ensures that fully executed contracts are loaded into Agiloft and shared with department or program leadership.
• Supports the development and planning of staff engagement and recognition, including events and initiatives.
• Manages mail distribution per protocol
  
  

Clerical Support

• Serves as point of contact for Agency headquarters by greeting, directing and guiding visitors, callers, and employees, if needed.
• Provides phone support and customer service expertise with answering, routing, and returning calls in a timely and efficient manner
• Coordinates, organizes, schedules and de-conflicts CPO, CAO and CCO calendars
• Oversees office support functions to include, replenishment and ordering of office supplies, placing maintenance work orders and 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.
• 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. 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.
  
  

Physical Characteristics

• Must be able to sit or stand in front of a computer for hours at a time.
• Must be able to travel throughout the Hudson Valley and NYC regions.
• Must be able to navigate multi-storied building and willing to work independently
  
  

EEO

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