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Administrative Coordinator


The Urban Resource Institute (URI), a not-for-profit 501(c) (3) organization established in 1980, operates shelter, legal and job training programs for domestic violence victims, residential and vocational programs for individuals with developmental disabilities. With a $70-80 million annual budget with over 600 staff by the end of the year, URI promotes safety, justice, health, and independence for vulnerable individuals and families residing in New York City.

The Program Administrative Coordinator is responsible for supporting the Division Head in Project related initiatives, liaison with Finance as well as providing executive support in a one-on-one working relationship. The Administrative Coordinator serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Program. The Administrative Coordinator must be creative and enjoy working within an environment that is mission driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Coordinator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Executive Support
• Completes a broad variety of administrative tasks for the Division Head including: managing
calendar; composing and preparing correspondence; prepared agendas and compiling documents.
• Researches, prioritizes, and follows up on incoming issues and concerns including those of a sensitive nature. Coordinates appropriate response.
• Provides a bridge for smooth communication between the Division Head and the Program Directors and DV departments, demonstrating leadership to maintain credibility, trust and support with management and staff.
• Works closely and effectively with Division Head to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping them updated.
• Ordering and monitoring Central Office supplies and materials.
• Preparing logistics around selected Central Office events.
• Development and maintenance of organization charts and other key documents
• Manages and maintains the Shared Drive and generic email boxes.

Projects and Analytics
• Completes a broad variety of projects.
• Works closely with Division Head and other management to make sure that the scope and direction of project is on schedule.
• Manage projects to completion and on time.
• Analyze data and work with Division Head to make decisions that affect the project on a regular basis.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Provide analytical reporting for the programs in support of major corporate initiatives.
• Process year-end corporate reporting requirements and disclosure documents.
• Report shelter admission data on NYS online system.
• Manage billing follow-up on Out of County/HRA denials for payment.
• Manage reporting requirements for OCFS, OTDA, HRA, and HUD.
• Conduct analysis to determine trending on food spending & compare/contrast vendors.
• Develop spreadsheets to track quarterly service delivery with corresponding graphs as well as quarterly goals for the Quality Improvement Plan.
• Respond to/gather consumer and resident related data and statistics as indicated by regulatory entities.
• Coordinate and complete regulatory/billing enrollment packages for tracking/reporting and compliance.
• Develop and maintain program overviews to respond to special projects.
• Manage online regulatory agencies electronic reporting systems such as NYC Grants Gateway, DVIS, SAM, SAGE, and E-snaps.
• Manage Check Requests and Purchase Requisitions to monitor and regulate program spending.
• Monitor monthly revenue and expenditure reports.

Contract Management/Re-certifications
• Manage Program contracts and renewal applications (e.g. HUD, OCFS, and OTDA).
• Manage Shelter Re-certifications.
• Coordinate technical needs with applications for new vendors/providers.

• BA/BS in Communications, Education, or Business.
• Masters Degree preferred.
• 5 to 10 years of experience supporting Executives, preferably in a non-profit organization.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Experience planning and managing operational projects.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
with excellent attention to detail.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Solid analytical and problem-solving skills.
• Ability to create and maintain systems that enhance organizational efficiency.
• Must possess critical thinking skills, using logic and reasoning to identify strengths and weaknesses and have the ability to seek alternative solutions, conclusions and approaches to problems which minimize risk to the corporation and persons served.
• Ability to flawlessly manage significant amounts of detail.
• Successful track record managing multiple complex projects simultaneously.
• Demonstrated success in information gathering and analysis, and professional reporting methodologies.
• Ability to create and maintain systems that enhance organizational efficiency.

Interested candidates may forward a copy of their resume to careers@urinyc.org for consideration.

Urban Resource Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation, and training