Current Opening:
Administrative Coordinator
FULL TIME POSITION
Administrative Coordinator
Organization Overview
Hunts Point Alliance for Children (HPAC) is a non-profit organization transforming the lives of children and families in Hunts Point, a vibrant South Bronx neighborhood with a significant opportunity to improve child well-being. Founded in 2006 in response to the low education outcomes of at-risk students in Hunts Point, HPAC pursues the bold mission of expanding the hopes and potential of the neighborhood and its families. The organization accomplishes this by nurturing children and youth along their path to college or career. Since its founding, HPAC has grown to become a central community leader and currently directly serves approximately 300 children across programs that target early learning all the way through college, in addition to working with all community school and child-serving organizations towards making educational success and post-secondary options available for all Hunts Point children.
In addition to direct service, at the community level, HPAC is a convener of the neighborhood’s schools and community-based organizations, aligning their efforts, expanding opportunities, and leveraging resources to connect every family with much-needed support. Partnerships include two district schools, three charter schools, one independent school, as well as the local Head Start. HPAC also works closely with city-sponsored afterschool programming, the local community health center and clinic, and an array of local CBOs serving Hunts Point youth. Beginning in 2019, HPAC is part of the ACS Office of Community Engagement and Partnerships’ re-visioning of the Community Partnership Program, aiming to create new connections and draw the community increasingly close together in our common vision for all Hunts Point children to be healthy, safe, and succeed in school.
Position Overview
The Hunts Point Alliance for Children is seeking an Administrative Coordinator to work with both the Hunts Point Community Partnership and general HPAC administrative support. We are seeking a highly motivated individual that demonstrates attention to detail, resourcefulness, and time management. Our next Administrative Coordinator will thrive in, tracking multiple projects to support the leadership team, and be involved with planning and launching both external and internal projects. This person will also serve as a caring adult for the children in our programs. The Administrative Coordinator will split their time between providing administrative and logistics support for the Community Partnership, and general HPAC administrative support.
Community Partnership Administration – 80%
Under the direction of the Alliance Director of the Community Partnership, the Associate will:
Support meetings by maintaining all Community Partnership participation logs, preparing handouts, and assisting with space, food, and other logistics.
Leading family engagement opportunities on social media platforms.
Follow-up communication with families and partners.
Provide bi-monthly reports on Community Partnership spend down based on purchases and invoices.
Support in submitting ACS Monthly Report on behalf of the Director.
Maintain the purchase order request spreadsheet which includes itemized needs, links, prices, etc.
Serve as the program financial point person, including tracking all programmatic expenses, managing receipts, and creating monthly excel spreadsheets of expenses for financial reporting to the HPAC Finance Manager and to ACS.
Maintaining the Accelerator database to upload all Community Partnership budget reports and budget modification requests.
Providing administrative support to external consultants as requested by Alliance Director.
Provide support in preparation for internal and external meetings,
Schedule, plan and help facilitate on-site and off-site meetings, events, and presentations, including drafting and editing work with the Alliance Director.
Provide calendar support in coordinating organization-wide events, programs, and meetings, and on occasion for the Alliance Director.
Coordinating and preparing periodic reports about the Community Partnership, as requested.
Coordinate setup and logistics for locations for each community partnership general meeting.
Research and provide general knowledge of city agencies.
Recruit panel guests, speakers, and presenters with support from the Community Partnership team.
Maintain google drive with updated documents in correct folders.
Editing team documents, flyers, and reports.
Other Administrative tasks as assigned, including but not limited to: routing phone and email inquiries to appropriate parties, scheduling appointments, tracking calendar invites, and RSVP lists for Alliance-related meetings, making travel arrangements, and placing orders.
Provide administrative support to external vendors/company contracts as requested by the Alliance Director.
Hunts Point Alliance for Children – 20%
Under the direction of the Administrative team, the Administrative Coordinator will also:
Provide administrative support to the Finance & Operations Manager and to the Director of Development and Communications
Manage the front desk at least three times weekly, 9:30am-5:30 pm.
Act as liaison with tech consultants and relay related communication and needs between tech consultants and staff.
Act as liaison with other vendors (food, etc.) and relay related information and needs between vendors and staff.
Conduct Salesforce data entry and administrative support for programs and services as requested.
Support with routine Salesforce data cleaning and data quality checks, including deduplication, mass updates and uploads, data validation, and general cleaning.
Support with development outreach, mailings, donor acknowledgments, and special events.
Core Qualifications
Commitment to HPAC's mission and belief in the potential of every child to succeed.
Minimum qualifications include a Bachelor’s Degree.
Minimum three (1-3) years experience in administrative, finance, communications, or public relations work in a high-standard environment. Experience working with budgets preferred.
Comfortable using databases (Salesforce, Passport, & HHS Accelerator).
Comfort in a team-oriented environment based on open, transparent, and continual communication, information sharing, and inclusive decision-making.
Capable of “managing up” to ensure deadlines are met.
Applicants should have a demonstrated knowledge of Word, Excel, Powerpoint, and G Suite. Adobe and Quickbook knowledge is preferred.
Bilingual in spoken and written Spanish preferred.
Integrity; respect for confidential information.
Compensation
The compensation range is within the range of upper 40s to low 50s. A competitive benefits package is provided, including health benefits and a generous vacation policy.
