Organizational Summary

Union Settlement is an East Harlem based nonprofit organization founded in 1895. For 128 years, Union Settlement has provided critical and innovative programming to children, youth, families, and older adults. As a pioneer of the settlement house movement, Union Settlement continues to meet the needs of the ever-changing East Harlem community through its core programs. Through these programs, New Yorkers gain opportunities, develop skills, and become empowered to pursue and achieve their dreams.

Today, Union Settlement provides services through 33 program sites in approximately 28 locations. Union Settlement’s current programmatic portfolio includes 8 core program areas: Early Childhood Education, Youth Services (including after school programs), Family Services (including the Family Enrichment Center and the Family Childcare Network), the East Harlem Community Partnership, Adult Education, Mental Health Services, Older Adult Centers, and Economic Development.  Union Settlement serves more than 10,000 individuals and nearly 1,000 businesses every year.

Strengthened by a dynamic, diverse, and collaborative workforce of more than 350 employees, Union Settlement also serves as a connector, convener, and advocate for East Harlem and its partners. To learn more about Union Settlement, visit www.unionsettlement.org

Position: Administrative Business Coordinator (Executive Office)
Department: Executive
Reports to: Chief Business Administrator
Hours: Full-Time
Salary: $40,000 – $45,000
FLSA: Non-Exempt
Location: On-site
Positions Reporting to this Role: None

Position Summary:
Reporting to the Chief Business Administrator, the Administrative Business Coordinator provides support the Executive Team, comprised of five (5) C-Level personnel. The Administrative Coordinator demonstrates flexibility during special events which may require some evenings or weekends, must be creative and enjoy working within a fast-paced environment that is results- driven and customer focused. The Administrative Coordinator possess the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. This role must have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities:

• Completes a broad variety of administrative tasks for the Executive Team including: managing extremely active calendars; completing expense reports and reimbursement forms; composing and preparing correspondence, processing all mail, arranging travel plans, itineraries and agendas and filing/compiling documents for meetings.
• Schedules, organizes and records all internal and external meetings and take/transcribe/publish minutes where required.
• Coordinates and manages scheduling of venues/conference rooms/meeting spaces and all needed items for meetings and organization-wide events.
• Establishes and maintains an effective filing system.
• Manage and maintain detailed calendars for C-level executives.
• Responsible for administrative tasks associated with department’s robust events calendar. Tasks include attendance at all assigned events, tracking and evaluating participation.
• Responsible for data entry for department projects.
• Coordinates and manages storage/archive of documents for the organization.
• Procurement processing for the Executive Office.
• Organizes and coordinates organization-wide receipts from credit card purchases for processing by the Finance Department.
• Other duties and special projects as assigned.

Qualifications:

• Bachelor’s degree preferred.
• Bilingual preferred.
• Executive Level experience – Minimum of 3 years of experience.
• Ability to clearly and effectively communicate in a courteous, professional and tactful manner by e-mail, telephone and in person.
• Exceptional research, writing and editing skills.
• A self-motivated learner with the capability to gather information from a variety of sources.
• Ability to work well with a range of partners and stakeholders.
• Must be discreet, flexible and responsible.
• Proficiency in Windows and MS Office, particularly Word, Excel and Outlook required.
• A demonstrated commitment to public interest work.

CO R E CO M P E T E N C IE S

1. Leading Others: Creates a sense of urgency throughout the organization on the importance of achieving outcomes. Inspires, influences, and enables team members to reach their goals
2. Facilitating Change: Approaches challenges with creativity and flexibility. Demonstrates analytical thinking. Guides change to meet Union Settlement’s goals.
3. Managing Performance: Evaluates and revises goals semi-annually with the team. Provides consistent supervision and documents performance highlights and concerns
4. Applying and Developing Expertise: Embraces and leads the team to achieve milestones. Seeks and supports professional development opportunities for team members. Manages finances and budgets effectively
5. Communicating and Collaborating: Listens well and actively engages with others with honesty and integrity and holds team accountable to the same standard

Union Settlement’s Diversity, Equity & Inclusion Commitment

Union Settlement is an equal opportunity employer. They do not discriminate on the basis of race, color, religion, marital status, age, national origin, physical or mental disability, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.