Operations Coordinator, Communications

Second Day; New York (NY); On-site; USD 85,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Retirement contributions

Paid time off

Job summary

The Andrew Carnegie Foundation is seeking an Operations Coordinator reporting to the Chief Communications Officer. The role combines administrative, budget, and operational support to a twelve-member Communications team and will serve as executive assistant to the CCO.

A background in communications or journalism is preferable, with strong Excel and Microsoft Office skills required. The ideal candidate thrives in a fast-paced environment, manages multiple priorities, and helps the department

Qualifications

• Undergraduate degree or at least five years of administrative or similar experience.
• Meticulous attention to detail and accuracy.
• Excellent organizational, writing, and oral communication skills.
• Fluency with the Microsoft Office environment, including Excel and other cloud-based applications such as SharePoint and OneDrive.
• Discretion, initiative, flexibility, and strong judgment; ability to work well with colleagues across the foundation.
• Experience with contract management and/or accounting preferred.
• Employer-paid health insurance, including medical, dental, life, and short-term disability, plus retirement plan contributions and generous PTO.

Responsibilities

• Manage the CCO’s calendar; schedule meetings, department gatherings, and retreats.
• Oversee meeting agendas, audiovisual requirements, catering, and guest registration; process travel and expenses for the CCO.
• Confirm receipt of requests; set deadlines; provide updates on to-do items; inform CCO of delays.
• Monitor and maintain the department budget; track expenditures; prepare monthly reports; input expenses; reconcile with Finance.
• Oversee contracting; draft agreements with vendors; manage approvals; close out contracts; monitor invoices.
• Set up and maintain admin systems; learn best practices; solve day-to-day operational problems.
• Assist with organizing department events; Lunch and Learns; staff photo sessions.
• Manage departmental files, publications, inventory; order business cards; maintain subscription databases.
• Coordinate with printer/mailing house; manage address lists and inventory.

Skills

Administrative experience

Attention to detail

Organizational skills

Written and verbal communication

Discretion and judgment

Contract management

Education

Undergraduate degree

Tools

Excel

SharePoint

OneDrive

Job description

Officers & Senior Prog St Full Time New York, NY, US

3 days ago Requisition ID: 1035

Salary Range: $85,000.00 To $90,000.00 Annually

Operations Coordinator, Communications

Operations Coordinator, Communications

Overview:

The Andrew Carnegie Foundation, originally established as Carnegie Corporation of New York, was founded in 1911 by Andrew Carnegie. Today, our funding supports the issues that Carnegie considered most important: education, democracy, and peace.

Our grantmaking is grounded in Andrew Carnegie’s vision to do “real and permanent good in the world,” and our mission is “to promote the advancement and diffusion of knowledge and understanding.” The award-winning Communications department oversees the content and marketing that tell the story of the foundation and its remarkable grantees. We operate as a combination of newsroom, creative agency, and marketing firm.

Position Summary:

The Andrew Carnegie Foundation is seeking an Operations Coordinator reporting to the Chief Communications Officer. The ideal candidate will be a utility player with plenty of initiative: a troubleshooter and problem solver who collaborates easily, takes ownership, and thrives at a fast pace – able to meet deadlines while juggling several priorities. Success in this role is helping the department to operate more efficiently and achieve greater impact. A background in communications and/or journalism is preferable, and strong Microsoft Office skills, especially Excel is required.

The Operations Coordinator will be responsible for providing administrative, budget, and operational support to a Communications team with twelve members; and will serve as executive assistant to the chief communications officer.

Responsibilities:

Administrative support:

• Manage the CCO’s calendar; schedule meetings, including all department gatherings and retreats;
• Oversee meeting agendas, audiovisual requirements, catering, and registration of guests in the building security system; and process travel and expenses for CCO.
• Promptly confirm receipt of CCO requests; set and meet deadlines; provide routine updates on to-do items; and inform CCO of delays and workflow challenges as they occur.

Budget support:

• Monitor and maintain the department’s budget; track expenditures and prepare monthly spending reports for the CCO; work with the CCO, the Communications team, and the Finance department to input all department expenses and reconcile finance report.
• Oversee contracting by working with Communications team to help draft agreements for external vendors and independent contractors. Manage the approval process, including legal signoffs; close out completed contracts; and monitor invoices and payments.

Department support:

• Set up and maintain the department's administrative systems, such as scheduling, filing, and request tracking; regularly learn and incorporate new and best practices; and solve day-to-day operational problems.
• Assist with organizing events sponsored by the Communications department such as Lunch and Learns and staff photo sessions.
• Manage and organize departmental digital files and printed publications, Carnegie branded items, and related inventory. Assist with a range of projects such as ordering business cards.
• Work with the printer and mailing house to maintain the subscription database for the Carnegie Reporter magazine and other print publications. Help organize lists of addresses, including changes and updates; and track inventory.

Qualifications:

• Undergraduate degree or a minimum of five years of administrative or similar experience.
• Meticulous attention to detail and accuracy.
• Excellent organizational, writing, and oral communication skills.
• Fluency in the Microsoft Office environment, including Excel and other cloud-based applications, such as SharePoint and OneDrive.
• Discretion, initiative, flexibility, and strong judgment required. Must work well with colleagues across the foundation.
• Experience with contract management and/or accounting preferred.
• Employer-paid health insurance, including medical, dental, life, and short-term disability, plus a substantial contribution to a retirement plan account, wellness program, and a generous paid time off program.

Salary Range:

$85,000 - $90,000. New hires are typically brought into the organization between the minimum to midpoint of the salary hiring range posted depending on qualifications, experience, and internal equity.

The Andrew Carnegie Foundation is an equal opportunity employer committed to complying with all federal, state and local equal employment opportunity (“EEOC”) laws. The Andrew Carnegie Foundation strictly prohibits discrimination against any employee or applicant for employment because of the individual’s race, creed, color, sex, religion, national origin, age, sexual orientation, height and weight, disability, and any other characteristic protected by law. The Corporation abides by all applicable rules and regulations in its recruiting and employment practices including the Americans with Disabilities Act (ADA) and state disability laws.

Qualified candidates will be contacted for an interview.