Administrative Coordinator - Urban Resource Institute

Urban Resource Institute; New York (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

Urban Resource Institute in New York, NY seeks an Administrative Coordinator within the Evaluation & Social Impact (ESI) team to provide calendar, meeting, and document management support for the VP and staff.

This role requires strong organizational skills, confidentiality, and the ability to coordinate cross‑department activities, meetings, trainings, and events, while maintaining accurate records and efficient office operations in a fast‑paced nonprofit environment.

Qualifications

• 5+ years of executive support experience, ideally within a nonprofit setting.
• Strong proficiency with Microsoft Office Suite and Adobe Acrobat.
• Familiarity with Monday.com is highly desirable.

Responsibilities

• Calendar management for the ESI department and VP.
• Manage inbox, draft updates and follow-ups.
• Coordinate meetings, agendas, room bookings, and notes.

Skills

Executive support

Multitasking

Analytical reporting

Education

Bachelor's degree

Tools

Microsoft Office Suite

Adobe Acrobat

Monday.com

Job description

Administrative Coordinator - Urban Resource Institute

Job Category: Quality Improvement

Requisition Number: ADMIN005000

Full-Time

Locations

Showing 1 location

New York, NY
New York, NY, USA

Description

URI’s work is grounded in survivor-centered, trauma-informed, and culturally responsive care. In addition to emergency and transitional housing, URI delivers a robust continuum of Justice Initiatives—including economic empowerment, legal education and advocacy, prevention and youth programming, and abusive partner intervention—designed to break cycles of violence, instability, and poverty. URI also develops permanent affordable and supportive housing, advancing long-term pathways to safety, healing, and stability for families and communities.

POSITION OVERVIEW:

The Evaluation & Social Impact (ESI) department brings a strategic, data-driven approach to evaluating impact across URI’s Programs Division. The ESI Administrative Coordinator joins the ESI team as a valued partner, providing dedicated support to the Vice President and team members alike. In this role, the coordinator helps ensure ESI runs smoothly and efficiently by thoughtfully managing schedules, coordinating meetings, and maintaining documentation that supports collaboration across departments. Acting as a welcoming and reliable point of contact, the coordinator fosters clear, consistent communication between internal teams and external stakeholders. With strong organizational skills and good judgment, this individual anticipates needs, maintains confidentiality, navigates challenges with care, and helps create a supportive, well-functioning environment for the entire ESI team.

MAJOR DUTIES AND RESPONSIBILITIES:

Calendar Management & VP Support

• Own and manage the ESI department calendar.
• Meet weekly for 1:1 supervision with the VP.
• Keep the VP in the loop on key commitments and proactively follow up on action items.

Communication:

• Manage the ESI inbox and mail, routing items to the right people.
• Draft and send timely updates, reminders, and follow-ups to staff and leadership.

Meeting Coordination:

• Schedule meetings and handle all logistics (invites, room bookings, Teams links, agendas).
• Capture notes, track action items, and share follow-up materials.

Project & Data Support:

• Support planning and execution of key ESI initiatives (i.e., client satisfaction surveys, outcome tracking, service delivery standardization).
• Help build and maintain systems to track program goals and data.
• Create visual summaries and support report development.
• Build and manage Monday.com boards to track project deliverables and incoming requests.
• Learn Apricot (URI's case management system) to support data requests and reporting.

Events & Training:

• Coordinate logistics for trainings, workshops, and site visits (scheduling, booking rooms, preparing materials, ordering food, tracking receipts).
• Manage food ordering and event logistics, including delivery receipt, setup, and post-event cleanup.
• Track attendance and registration and send reminders/follow-ups.

Document Management:

• Keep ESI files and SharePoint folders organized, archiving outdated materials.
• Manage the ESI Shared Drive and coordinate Intranet updates.

Office & Finance:

• Manage office supply ordering and maintain appropriate inventory levels.
• Coordinate receipt and invoice processing, including reconciliation with Finance and Program Administration.
• Prepare and process check requests, expense documentation, and reimbursement submissions.
• Coordinate gift card distribution to programs, ensuring accurate documentation and tracking.

Other:

• Perform other duties as assigned to support department needs.

SPECIFICATIONS FOR EDUCATION/CERTIFICATIONS/LICENSES:

• Bachelor's degree required, preferably in Human Services, Nonprofit Management, or a related field.

REQUIRED SKILLS AND EXPERIENCE

• 5+ years of executive support experience, ideally within a non-profit setting, with a proven ability to anticipate needs and manage competing priorities.
• Genuine commitment to the mission and values of the Urban Resource Institute, with a passion for advancing social impact work.
• Strong technical skills, including proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat. Familiarity with Monday.com is highly desirable.
• Exceptional organizational skills, with a demonstrated ability to manage multiple priorities simultaneously while maintaining meticulous attention to detail.
• Process-oriented mindset, with experience designing and implementing systems that streamline workflows and boost organizational efficiency.
• Strong analytical and reporting skills, including the ability to gather, synthesize, and present information clearly through professional, polished documentation.

SPECIFICATIONS FOR PHYSICAL REQUIREMENTS:

• Will be required to read printed and handwritten materials.
• Will be required to manipulate the computer mouse and keyboard.
• Will be required to read information on computer screen.
• Must be able to sit for extended periods of time.
• Must be able to enter information in digital forms and spreadsheets.

Qualifications

Education

Required

High School or better.

Preferred

Bachelors or better.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.