Administrative Coordinator, Youth Programs

Educational Alliance; New York (NY); On-site; USD 25,000 - 39,000; Part time

Job summary

Educational Alliance seeks a part-time Administrative Coordinator for the Youth Programs team in New York City. The role focuses on phone and email communications, data entry, and supporting operations across camp and after-school seasons.

The ACYP engages families, supports orientation days, and collaborates with senior staff to ensure smooth program delivery. Strong Microsoft Office skills and customer-service mindset are essential.

Qualifications

• Minimum 2 years of reception, administrative, and/or customer-facing service experience.
• Excellence in use of Microsoft Suite and other administrative systems.
• Ability to empathize and communicate respectfully to Youth Programs Staff, campers, and families.
• Self-directed and able to prioritize tasks across programs and seasons.

Responsibilities

• Train in the systems, policies, and procedures used by Youth Programs with Senior Manager, Operations & Engagement.
• Manage and update orientation binders and distribute materials to staff.
• Answer phones and family questions in the camp office; maintain general email inbox.

Skills

Microsoft Office

Administrative systems

Customer service

Communication

Empathy

Job description

The 14th Street Y is a vibrant Jewish community center located in Downtown Manhattan. Each year, tens of thousands of New Yorkers of all ages, races, and ethnicities come to 14Y as members, visitors, or partners to experience our high quality and varied programs centered around arts and culture, early childhood education, summer camps, fitness and aquatics, Jewish life, and older adult services.

The Youth Programs Department at the 14Y over sees After School (September – June) for children K – 5th grade and New Country Day Camp (June – August) for children K- 8th grade.

14Y After School picks up from local east village schools (PS 40. PS 19/EVCS, The Earth School., The Neighborhood School, Children's Workshop School, Nest+M, Friends Seminary, Success Academy Union Square) provides daily snacks, and a large array (50+!) enrichment class options focusing on heads, hearts and hands. 14Y After School is a neurodiverse community, and all staff members are responsible for supporting neurodivergent and neurotypical children to have a successful afternoon.

New Country Day Camp is a 7-week, outdoor summer camp for campers in kindergarten-8th grade. NCDC operates M-F, 8am-5pm, and provides transportation for staff and campers to and from our campgrounds on Staten Island via multiple locations throughout Lower Manhattan and Brooklyn. NCDC is a neurodiverse camp community, and all staff members are responsible for supporting neurodivergent and neurotypical campers and staff to have successful summers.

We are seeking a part-time Administrative Coordinator, Youth Programs. The ACYP is a thoughtful, engaging, and detail-oriented operator who owns phone and email communications and directly supports the operations teams and camp Key Staff throughout the camp season.

RESPONSIBILITIES

Part Time Year-Round Responsibilities

• Train in the systems, policies, and procedures used by Youth Programs with Senior Manager, Operations & Engagement
• Train in “voice”. Understand our values and how we implement them in family and staff communication via phone or email with Senior Manager, Operations & Engagement
• Train in use and function of Campsite, Youth Program’s primary operational system
• Assist families with inquiry – close enrollments via Campsite. Answering questions, updating family information, and updating enrollments if possible/necessary.
• Assist in execution of Youth Programs orientation days (June for camp, September for After School) including scheduling, printing, attendance, room assignments, and transitions.
• Manage and update orientation binders with daily information and handle the distribution of materials to absent staff members.
• Assist in answering phone calls and answering family questions in the 14Y camp office
• Support Camp Nurse to screen and approve all camper medical forms
• Attend all days of staff orientation in June/September (weekday evenings and some weekend days)
• Support in the daily operations of all programs

At Camp June - August

• Attend all days of camp during the summer (Late June - Mid August | 8:00am – 5:00pm, with occasional after-camp meetings)

Administration and Engagement

• Be available as first point of contact via phone for all NCDC families. Answer general inquiries or transfer/take messages for Key staff.
• Help maintain NCDC general email inbox.
• Maintain all NCDC administrative spaces (two offices and outside spaces) keeping spaces tidy, free of clutter and garbage.
• Support Key Staff with data entry and large form projects such as Maccabi Games (color war)
• Support Community Engagement Manager with projects as needed (e.g. updating weekly family emails with programmatic updates sourced from program staff, regular Instagram posts, etc.)

Operations

• Communicate regularly with the Operations team regarding daily changes and/or updates
• Support Operations team with creation of weekly bus binders for Bus Captains
• Support Aquatics Manager with data entry, hard copy swim level cards for all campers, printing daily swim rosters for section assignments, and buddy checks
• Maintain inventory at camp, digitizing division and program inventory and alerting Operations Manager when office supplies need to be ordered

Program

• Communicate regularly with the Programs Coordinator and/or Programs Manager regarding daily changes and/or updates
• Support program with schedule printing and distribution
• Printing and distributing weekly NCDC Newspaper
• Print and distribute Shabbat “run of show” documents
• Ensure Shabbat supplies are available at the amphitheater

QUALIFICATIONS

• Availability to work ~15-18 hours per week onsite at the 14th Street Y October- April required
• Availability to work full time hours onsite at the 14th Street Y May‑ June required
• Availability to work onsite at NCDC campgrounds on all days of camp during the summer (Late June - Mid August) |8:00am – 5:00pm), evening all-staff meetings, and 1-2weekly key staff meetings required
• Minimum 2 years of reception, administrative, and/or customer‑ facing service experience required
• Excellence in use of Microsoft Suite and other administrative systems
• Ability to consistently empathize and communicate respectfully to Youth Programs Staff, campers, and families of all backgrounds
• Ability to be self‑directed and prioritize work tasks based on criteria such as time of day, program, support needs and additional stakeholders' needs

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position

EEO Info

Educational Alliance is an equal opportunity employer and does not discriminate in hiring or employment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, marital status, disability status, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Educational Alliance is an Equal Opportunity Employer.

For further information about Educational Alliance, please visit https://edalliance.org.