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Job Opportunity: Associate, President's Office and Administration

ExpandED is dedicated to ensuring that all young people have access to enriching learning opportunities that affirm their identities, teach them valuable skills, and spark new possibilities. Through program development, capacity-building, research and advocacy, we work toward our vision of a vibrant and stable publicly-funded system of school-community partnership so that all New York City children thrive. 

Sparked by the $125M investment in 1998 to make afterschool part of the public fabric of New York City, ExpandED works with more than 900 programs throughout New York City to ensure that students in under-served communities have access to innovative, engaging ways of learning to enable them to reach their full potential. 

Purpose of Position

Reporting to the President & CEO, The Associate, President's Office and Administration, ensures smooth daily operations for Expanded Schools’ senior leaders, staff, board members, tenants, and visitors. The Associate provides administrative support to the President’s Office and the Administration & Finance Divisions, thus we are looking for a dynamic, unflappable problem-solver who can help internal functions work well for everyone on the 50-member team at ExpandED. 

Duties & Responsibilities

  • Increase productivity by managing complex calendars, scheduling internal and external meetings, taking notes, and organizing vital organizational documents, as directed
  • Coordinate and execute special projects for the President’s Office, such as creating office communication or scheduling meetings with Board members, funders, and program staff
  • Coordinate logistics for quarterly meetings of the Board of Directors, work closely with the President’s Office and Finance Team to produce and organize meeting materials, record minutes, and support the Executive Team with required tasks throughout the meeting
  • Coordinate the collection of signatures on documents requiring executive authorization
  • Support the Finance and HR/Administration teams to coordinate files, ensure efficient and timely payment of accounts, and compliance with fiscal policies and procedures:
  • Review incoming administrative bills, liaise with office vendors and process payment requests (for invoices related to office supplies and any facilities-related expenses).
  • Order supplies, work with building services and outside vendors as needed, and maintain the appearance and organization of shared spaces in order to maintain and promote an efficient, positive, and productive office environment for staff and visitors, in-person and remotely. 
  • Greet visitors and answer calls, directing guests and callers appropriately.
  • Oversee scheduling of in-person meeting rooms, maintaining daily schedules of meeting rooms to avoid conflicts. 
  • Provide logistical meeting support for in-person and remote meetings (e.g., set up and test zoom or other meeting technology, make catering arrangements, manage visitor list, check COVID vaccination, set-up/break-down meeting room, prepare materials, and greet guests).
  • Assist HR Manager with administrative functions such as payment requests, ensuring proper signatures for processing of all administrative paperwork.
  • Manage check log process (receiving, documenting and handing off checks to Finance) by keeping accurate check logs and ensure prompt processing.
  • Complete periodic projects and perform additional administrative tasks across the organization as needed and as permitted during down time.

Required Qualifications: 

  • A proactive, positive, ‘can-do’ attitude with consistent professionalism, discretion, and independent judgment while demonstrating diplomacy, initiative and resourcefulness and asking for help when needed
  • Strong cultural competence with respect for and knowledge of the cultures of the various stakeholders we work with and the communities we serve
  • Exceedingly organized, motivated, detail-oriented, and unflappable. 
  • Mastery of Microsoft Office Suite programs, and thorough knowledge of multiple technology platforms to help resolve software and hardware users’ problems or issues. 
  • Ability and enthusiasm to test and learn about new software solutions.
  • Strong writing and grammar skills when composing emails and all-staff communications.
  • Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects behind the scenes in a fast-paced environment and ability to filter information quickly and accurately 
  • Flexibility, adaptability and comfort with complexity and change

Benefits:

ExpandED Schools offers competitive salaries commensurate with experience and a comprehensive benefits package.  Our benefits package includes:

  • Full-time and eligible part-time employees receive medical, dental and vision plans for employees and dependents, largely subsidized by ExpandED Schools
  • Health, dependent care and transit pre-tax accounts
  • Employer-paid life insurance and supplemental disability coverage
  • A generous paid time off package which includes 24 vacation days, 8 sick days, and 12 paid holidays (prorated for part-time staff)
  • 403b retirement plan with eligibility for employer contribution of 5% of annual compensation after one year of employment (no match requirement)
  • Commitment to work-life balance
  • Partial tuition reimbursement offered to employees after six months of service
  • Professional development opportunities, including funds to participate in external training and coaching opportunities 

ExpandED Schools believes in the importance of being a diverse, equitable and inclusive organization that enables our students and staff to thrive. We are committed to building a talented team that reflects the diverse backgrounds and experiences of our students. We work to ensure an inclusive community through creating a space for important dialogue about issues of race and identity for our staff and students.  

As an equal opportunity employer, we hire without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status or disability.

Interested candidates should send a cover letter and resume to: employment@expandedschools.org, Subject: Associate, President’s Office and Administration.  No faxes or phone calls, please. Only those candidates selected for an interview will be contacted.

ExpandED Schools is an Equal Opportunity Employer