Administrative Coordinator

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel arrangements for the Assistant Director and Associate Director.

• Handle routine administrative tasks, including communication management and documentation.

• Support expense tracking and assist with budget and finance reporting.

• Collaborate with the Director and Project Coordinator to monitor staff timekeeping and ensure accurate payroll processing.

• Maintain detailed timekeeping records and ensure timely submission of payroll documentation.

• Process expense reports and reimbursements in accordance with organizational policies.

• Provide administrative support for cross-unit initiatives, including onboarding new employees, HR projects, and training programs.

• Maintain and update databases related to attendance, training resources, and project deliverables.

• Support the Project Coordinator in tracking project milestones and outcomes.

• Serve as backup support for Assistant Recruitment Specialist, entering employer vacancies in ICIMS

• Coordinate and manage job posting requests from recruitment staff, ensuring timely posting, accuracy, and compliance with organizational standards across all job boards and platforms.

• Serve as a liaison between internal teams, leadership, and external stakeholders, ensuring smooth communication flow.

• Respond to inquiries from staff, management, and external partners, providing problem-solving support as needed.

• Coordinate logistics for training sessions, including scheduling, managing registrations, and preparing learning materials.

• Monitor attendance and follow up on any training-related concerns to ensure program success.

• Develop and maintain reports on key metrics such as training attendance, timekeeping, payroll, and expenses.

• Ensure accuracy and timely dissemination of data to support management decision-making.

Qualifications

• Bachelor's degree or equivalent experience. Minimum 2 years of experience in an administrative or coordination role supporting senior management.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience with payroll and timekeeping systems (e.g. ADP)

• Familiarity with project management tools (e.g., Trello, Asana, Microsoft Planner) and databases.

• Strong organizational skills, attention to detail, and ability to manage multiple priorities.

• Excellent communication and interpersonal skills.

• Ability to exercise initiative, independent judgment, and problem-solving in administrative tasks.

• Bilingual or multilingual skills are a plus.

• Experience in the employment, job placement, or training industry is desirable but not essential.

• Willingness to travel throughout the five boroughs, Hudson Valley and Long Island as needed to support recruitment and placement activities.