Office Coordinator - The Urban Assembly (NY) : Job Details

Office CoordinatorThis is a New York City-based position that requires in-person attendance Monday through Friday at Urban Assembly's central office, located in the Financial District of Manhattan.Salary: $66,300Our target start date is September 8, 2025. Special consideration will be given to candidates who apply by July 30, 2024. This position will remain open until filled.ABOUT USThe Urban Assembly (UA) is a non-profit that promotes social and economic mobility by innovating in public education, both in its 22 New York City schools and in the solutions it offers to school districts nationwide. The Urban Assembly founded more than 20 small, career-themed high schools in New York City since 1997, pioneering career-connected education. Its school design and support enabled the Urban Assembly to develop high-impact learning solutions for schools and districts nationwide.Under the mission of advancing students' social and economic mobility by improving public education, the Urban Assembly partners with schools and districts to design and scale solutions that improve social-emotional learning, post-secondary readiness and success, and instructional quality. The UA values the uniqueness of every student, and our work honors the various social and cultural contexts from which they come. We acknowledge the historical barriers created by education systems to perpetuate the social inequities that keep students of color from accessing postsecondary and career opportunities - and commit to dismantling these barriers.ABOUT THE JOBThe Urban Assembly (UA) is seeking a creative and dedicated Office Coordinator to join our Operations & Data team. The Office Coordinator will ensure smooth operations and management of Urban Assembly's workspaces, both the virtual and especially the physical space. They will collaborate with and support the work of teammates across the organization to advance the UA mission, as well as maintain the calendar and travel of the CEO.Reporting to the Director of the Operations & Data team, the Office Coordinator is an energetic and inspired team player, who will contribute to the UA's efforts to improve public education by inhabiting a flexible customer service mindset and a problem-solving orientation. The ideal candidate is excellent at building relationships, highly organized, proactive, flexible, and appreciates how little things add up to big impact. This role calls for an agile contributor who can motivate colleagues, accomplish projects independently, and manage their time across various tasks and departments.The key responsibilities of an Office Coordinator include:* Maintain all aspects of a productive and beautiful work environment in UA's physical office space* Create systems to identify, monitor, and efficiently address needs for office repairs, technology updates, and tidiness in both the immediate and future terms* Enact projects and policies to improve the efficiency and utility of office resources* Train new hires on office procedures and workplace setup as part of the onboarding team* Maintain a well-stocked and organized inventory of office supplies and refreshments* Monitor expenses to maximize efficiency and remain on budget, with impeccable records for all purchases* Act as ambassador for the UA: receive incoming calls and queries, greet guests, and sort mail and packages* Improve and maintain vendor relationships* Liaise with building management to coordinate and troubleshoot the needs of the space* Manage the CEO's calendar, travel, and expenses under the direction of the Chief of Staff* Manage calendar and scheduling logistics for the CEO, ensuring all meetings, events, and travel are accurately scheduled, well-prepared, and aligned to organizational priorities* Create and manage calendar notes and reminders to ensure the CEO is prepared with relevant context, documents, and clear expectations for all engagements* Coordinate complex scheduling and travel needs across time zones, locations, and stakeholders, including in-person and virtual logistics, travel buffers, and executive-level briefings* Anticipate and proactively address logistical needs, from meeting prep and visitor coordination to calendar conflicts and executive support touchpoints that help the CEO show up at their best* Track high-profile visits and guests, ensuring smooth and polished interactions* Maintain impeccable documentation of standard procedures and follow delineated processes* Reconcile CEO expenses as directed, in the appropriate systems* Additional projects as needed* Ensure UA events run smoothly, on and off-site, in-person and virtual* Memorialize internal events and broadcast who we are at UA* Collaborate with event facilitators to create supply lists, predicting unstated needs* Identify and reserve appropriate off-site space, and transport materials as needed* Perform event room setup and breakdown if necessary* Execute catering and space coordination requests for in-person events on and off-site* Co-coordinate 4-6 All-Staff meetings per year with the Chief of Staff* Partner with program staff to plan and organize registration, design and assemble folders, organize SWAG, and generate graphics for symposia or other large events* Participate in UA Fun Committee for yearly events and initiatives* Maintain procedures to prioritize the efficiency of colleagues as well as clarity and accuracy of records* Manage an up-to-date internal hub of FAQs, self-guided resources, and intranet items* Execute weekly record-keeping: disburse professional development certificates, monitor in-office attendance, type rosters, track high-profile visits, compile documentation, and contribute to other administrative initiatives* Collaborate with Deputy Director of Product & Program on procurement, assembly, and shipping of partner equipment kits for Project CAFE members* Act as point person for office equipment tech support (printers, kitchen appliances, conference room A/V, etc.)* Innovate to utilize automation wherever possible to minimize human error and time spent* Flex as needs evolveThe key competencies of an Urban Assembly staff member include: Problem-Solving, Collaboration, Communication and Listening, Priority-setting and Time Management, Position Expertise, Professionalism, Commitment to Growth and CommunityQUALIFICATIONSRequired:* Excellent written and verbal communication skills* Experience with Google Workspace (Docs, Sheets, Slides)* Ability to work in-person 9am-5pm Monday through Friday and move packages or equipment around the office and to/from events (up to 50 lbs)* Occasional hours outside of 9-5 for special events, set-up, and break-downPreferred:* Experience with Zoom, Slack, and Asana* Knowledge of the NYC public education landscape* Basic graphic design skills, using Canva or Adobe Creative Cloud* Experience with automation and artificial intelligence for operational and administrative efficiencyYou are a great candidate for this position if...* You have a strong respect for the power of physical space in creating culture and helping a team accomplish its mission* You are committed to high-quality execution and getting things done well and done right; you know the details matter, and you pay attention to them with care and consistency, asking questions where needed* You are willing to serve as an ambassador for the organization, welcoming guests and newcomers with a sense of pride and excellence* You are willing to roll up your sleeves and implement solutions, including the messy ones* You have high levels of discretion and strong judgment* You are hungry to learn and grow, and to give and get feedback as part of an ever-evolving organization* You possess maturity, humility, and a sense of humor* You love making your colleagues' work easierCOMPENSATION & BENEFITSThis is a full-time, exempt position with a salary of $$66,300. The UA also offers an excellent benefits package; including employer-funded healthcare, transit benefits, financial support for professional development, and generous vacation time.HOW TO APPLYPlease apply by visiting our website at Opportunities | The Urban Assembly. No phone calls, please. Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time. Due to a non-compete clause, we are unable to hire staff directly out of NYCPS or central offices, but former NYCPS staff (out of the system for more than 1 year) are encouraged to apply.OUR INTERVIEW PROCESSThe UA team will review applications on a rolling basis. We use a structured interview process and candidates moving forward in the interview process will be contacted by email regarding a phone screening, interviews and performance tasks.The UA makes every effort to ensure that its recruitment and employment provide all qualified persons, including persons with disabilities, with full opportunities for employment in all positions. The UA is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please email our Deputy Chief of Staff at [email protected]. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.The UA is an equal-opportunity employer. We value a diverse workforce and an inclusive culture. The UA encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. Black people, Indigenous people, people of color; lesbian, gay, bisexual, transgender, queer, and intersex people; women; people with disabilities; protected veterans; and formerly incarcerated individuals are all strongly encouraged to apply.Apply for this position