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Department Coordinator Bachelor's Degree Job

1 month ago Administrative / Management Jobs New York City   70 views
Job Details

Job Summary

The Office of the President is looking for a Department Coordinator to join their team! The primary role of the Department Coordinator will be to assist and manage the calendar of appointments, meetings, work-related travel, and expenses of members of the Office of the President including Director, two Program Officers (U.S. Disability Rights and Reserves Fund portfolios), and in certain instances, the foundation’s Disability Inclusion Advisor. The Department Coordinator will also manage various activities for the programmatic team more generally, including meetings, event coordination, logistics of convenings, grants administration and communications and follow-up. They’ll do this by creating systems to organize team workflow, strategies, and projects.

This position reports directly to the Director, Office of the President and is an excellent opportunity for someone eager to learn from a collaborative and inclusive team on issues relating to social justice. This position will also allow for the Department Coordinator to produce work for the president of the Foundation as well as be exposed to work across the Foundation in both program and operations.

The ideal candidate will be detail-oriented, communicative, responsive, and able to remain calm while managing competing priorities in a fast-paced environment. They should feel comfortable collaborating with people of all levels and backgrounds, as well as building relationships with internal and external parties.


Workflow and Administration

  • Assist with Director’s and Program Officers’ calendar of appointments including scheduling meetings and follow up
  • Assist with Director’s and Program Officers’ work-related travel, developing travel plans and logistical arrangements, including processing expense reports via Concur, along with other related tasks
  • Assist Director and Program Officers in responding to requests for information or other documentation from various departments of the Foundation and from others outside of the Foundation
  • Process a significant number of contracts and event letters and ensure payment of related invoices
  • Provide additional administrative support to the team, including, but not limited to administrative tasks, projects, organizing information, data entry, and document management support
  • Coordinate team site visits in collaboration with other teams within the foundation, and plan relevant events and meetings
  • Provide administrative support, as needed, to the foundation’s Disability Inclusion Advisor

Grant-Related Responsibilities

  • Request administrative and support information relative to grantee proposals and grant action
  • Establish and maintain appropriate files, including virtual grant file records. This includes uploading files into the grant system (Fluxx)
  • Support the development of grants recommendations through editing and information compilation
  • Plan and coordinate logistics for site visits and major grantee meetings; preparing expense reports
  • Assist with grant-related inquiries, coordinating responses, and maintain correspondence control records

Communications and Research

  • Prepare presentations and other materials for program staff
  • Develop and write posts for our internal website on behalf of the programmatic team and edit other writing as needed
  • Conduct light research and work with Information Management staff on research tasks
  • Compile information into analytical tools and preparing charts or other presentations from this information


  • BA/BS plus a minimum of 3-5 years’ experience of supporting multiple managers in a fast-paced environment or equivalent work experience
  • Highly-functioning administrator who is proactive and able to self-manage, prioritize work assignments, problem solve, manage multiple deadlines and principals, and represent the unit and the Foundation with diverse stakeholders
  • Proven ability to problem solve and follow up appropriately on process and procedural issues
  • A team player with an ability to work in diverse teams with accountability and responsibility
  • Ability to contribute to a positive, productive, open and supportive environment that motivates everyone to perform at their best
  • Excellent oral and written communications skills
  • Ability to manage communications tactfully and professionally with high attention to detail and accuracy
  • Detailed knowledge of and demonstrated proficiency in the use of Microsoft Office and Google applications, including Microsoft Outlook, Word, Excel, PowerPoint and Google Drive, Sheets, Docs, Slides

Preferred Qualifications and experience

  • Demonstrated and strong commitment to promoting social justice




Physical Requirements

  • This position is primarily a sedentary role. However, the person in this position may need to occasionally move about the office and access office machinery and a copy machine/printer (when staff return back to the office).

Alignment to Culture and Values

  • Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
  • Personal qualities of humility, capacity for self-reflection, and a sense of humor
  • Discretion and ability to handle confidential issues
  • Action-orientated and entrepreneurial self-starter who can work well independently and in teams


  • Medical and dental benefits for employee and immediate family on first day of work
  • Retirement savings account with matching company contributions of up to 13%
  • Three weeks’ paid vacation in first year of work; four weeks in subsequent years
  • Tuition Reimbursement
  • Office closed the week between Christmas and New Year’s Day
  • Professional development initiatives for growth
  • Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.

How to Apply


Company Description
In 1969, Ford joined the Carnegie Foundation and a small team of investors to back a new idea for a unique, educational TV show for children: Sesame Street. For more than 50 years, Sesame Street has remained on the air, holding a special place in everyone’s hearts and helping generations of kids become smarter, stronger, and kinder.