Jobs

Administrative Coordinator

Job Description

Job Title: Administrative Coordinator 

FLSA Status: Full Time, Non-Exempt

Classification: Administrative Support Worker

Department: Immigrant and Refugee Services

Reports to: Bronx Immigration Services Director

Supervisory Responsibilities: No

Summary: The Administrative Coordinator plays a crucial role in building and maintaining Bronx Immigration Services administrative support, which allows staff to focus on providing high quality assistance to immigrants and refugees in need.

Essential Duties and Responsibilities include the following. Other duties may be assigned. 

Administrative responsibilities:

 

  • Provide administrative support to Bronx Immigration Services Director, as needed, with support and coordination with Division leadership and Office Manager at 80 Maiden Lane.
  • General support and maintenance of administrative aspect of immigration services, including day to day physical operations, supplies, communications, etc.
  • Collect, review, process and submit timesheets for Bronx legal staff.
  • General office administrative duties include general oversight and integration and coordination of various filing systems of hard copy and electronic files, operation of office equipment and maintaining positive relationships with vendors.
  • Assist with all administrative aspects of contract-reporting and individual program-reporting, ensuring collection and storage of program data for accurate reporting for external and internal purposes.
  • Interface with all administrative support at 1011, including, but not limited to, human resources, finance, administration and IT on needs/developments, as they arise.
  • Coordinate and manage room reservation schedules and various building/facility needs as well as liaise with the Facilities Office.
  • Coordinate, through each Department Director, ordering, inventorying and maintaining adequate office supplies; addressing issues with office equipment, acting as liaison with vendors, including off-site tech support. Maintain purchase order procedures for supplies and check requests.
  • Process expense and reimbursement requests.
  • Prepare for meetings, presentations and trainings, as so directed by Department Directors.
  • Assist with creation and maintenance of office policies and procedures.
  • Search for ways to decrease costs, improve efficiency, and strengthen the Division’s efforts to provide immigration legal assistance to low-income New Yorkers. This includes familiarity with non-personnel expenses and costs and analysis thereof.
  • Other duties as assigned.

Front office responsibilities:

  • As needed and in coordination with and supported by Migration Assistants:
  • Provide information to the public about immigration services available through CCCS (including intake/consultation days, the Immigration Hotlines, and parish outreach).
  • Answer and route telephone calls, as necessary and appropriate
  • Schedule, confirm, and cancel appointments for Bronx Immigration Services staff.
  • Review and sort incoming mail for all staff; prepare outgoing mail; identify correspondence that requires immediate attention and bring it to the attention of appropriate staff members.
  • Coordinate outgoing and incoming mail with 80 Maiden Lane and 1011 First Avenue; local post offices; FedEx.
  • Other duties as assigned.
Position Type and Expected Hours of Work: 

Position Type and Expected Hours of Work:  
This is a full-time position 9:00 AM to 5 PM, Monday - Friday. Additional hours may be required. 

Working conditions and physical demands required:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  • Remain stationary at a work station and in meetings, and use a computer at least 75% of the time.
  • Bend, stretch and use short ladder in order to file.​
Qualifications

Education and/or experience required:

  • Graduation from an accredited college or university with a Bachelor’s degree or Associate’s degree in related field, or equivalent professional training related to the position. 

Skills, Licenses, and/or competencies required:

  • Bilingual in English and Spanish preferred;
  • Two years’ experience in a similar position preferred;
  • Strong analytical skills and comfort using technology and inputting data, including working knowledge of MS Office (i.e., Microsoft Word, Excel, PowerPoint);
  • Excellent organization skills and punctuality;
  •  Ability to prioritize multiple competing tasks;
  • Highly motivated and self-starter;
  • Excellent communication skills, ability to communicate politely and professionally with staff, volunteers as well as the public;
  • Good interpersonal skills.​

Job Summary

Administrative Coordinator
12/6/2018
Full-Time
Immigrant and Refugee Services Division
Associates

How to Apply

Applicants must submit a resume and cover letter highlighting relevant past experience and qualifications, and state their position of interest and desired compensation. Submissions without this information will not be considered.

Please send resume and cover letter to: cccsjobs@archny.org