Administrative Coordinator, Office Ops & Budgets

Vocational Instruction Project; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

Vocational Instruction Project seeks an experienced office administrator to support the Director and Assistant Director. The role involves handling consultations, answering inquiries, managing voicemail, scheduling, and coordinating training programs for departmental staff.

The position requires budgeting experience, strong MS Office skills, and the ability to type 30 wpm, with English proficiency and bilingual preferred.

Qualifications

• Bachelor's or Associate degree with a concentration in Secretarial Science/Business and 5 years administrative experience.
• 3 years administrative experience.
• 2 years' experience with budgeting and facilities management.
• Must possess the ability to accurately type 30 wpm.
• 2 years' experience with Microsoft Office and Excel.
• Ability to speak, read and write English; bilingual preferred.

Responsibilities

• Provide consultation to the Director and Assistant Director on department operations.
• Respond to telephone inquiries and manage voicemail and logs.
• Respond to work orders, prioritize requests and direct maintenance staff.
• Perform data entry into systems.
• Maintain kitchen inventory and ensure regulatory compliance.
• Prepare and maintain office records per agency requirements.
• Coordinate and order supplies for department operations.
• Assist new staff with policies, standards, and schedules.
• Maintain office equipment and arrange repairs as needed.
• Schedule meetings and maintain the Director's calendar.
• Organize and coordinate training programs for staff.
• Maintain petty cash program, records, and replenishments.
• Maintain filing and reconciliation of bills.
• Foster good relationships across the agency.
• All other duties as assigned by the Director.

Skills

Communication

Data entry

Budgeting

Facilities mgmt

Typing 30 wpm

Education

Secretarial/Business concentration

Associate or Bachelor's degree

Tools

Microsoft Word

Excel

Job description

Vocational Instruction Project seeks an experienced office administrator to support the Director and Assistant Director. The role involves handling consultations, answering inquiries, managing voicemail, scheduling, and coordinating training programs for departmental staff.

The position requires budgeting experience, strong MS Office skills, and the ability to type 30 wpm, with English proficiency and bilingual preferred.