We are seeking a Coordinator, Workplace Operations to support our operations for the New York National office, serve as the receptionist, and be the national office’s administrative, technological and support contact. The Coordinator, Workplace Operations provides critical operational and administrative support through managing databases, managing correspondence, daily national office facilities, inventory, and other projects. This position reports to the Director, Workplace Operations and will occasionally work with other team members on special projects.
This position gives you a bird’s eye view of the inner working of Teach For America and the New York national office. There is ample opportunity to collaborate with every team and gain insight on how this organization runs. The workplace operations team serves as a conduit to all regional offices as well, and this position will be able to interact at every level.
The person filling this role will also provide key administrative support to the Director, Workplace Operations and will play a pivotal role in shaping culture and strengthening our position in the community. The Coordinator, Workplace Operations must be a natural self-starter, excel in creating and maintaining organizational systems, and possess a strong value on customer service.
Receptionist Duties (60%)
- Serve as the first point of contact at Teach For America’s national office by greeting visitors and directing them to the appropriate staff member.
- Serve as the first cultural touch point for new staff members, welcoming them to the office.
- Answer phones to the main number and direct callers to appropriate staff members.
- Maintain a clean, inviting and well-run reception area.
- Help in other areas of the facilities team, as needed.
- Take on ad-hoc projects for the administration team, as needed.
- Manage a variety of special projects as determined by the Director, Workplace Operations.
Operations Coordination (30%)
- Design, implement and maintain office systems and employ communication structures that maximize efficiency on a daily basis and in case of emergencies for all staff members based in the New York National Office.
- Manage security system and maintain security of the office, including ID/access badges.
- Lead coordination of the New York Office Emergency Management Team.
- Monitor staff requests for Administrative support and designate tasks to the Workplace team.
- Maintain and ensure accuracy of our office seating software and desk name plates.
- Proactively update the Office Management Framework (OMF), an online presence and resource for all office managers across the country.
- Work closely with other team members in the coordination and set up of social and general office functions for all staff including high-level conferences such as Board Meetings.
- Work with the Director, Workplace Operations to create and manage systems for data organization and integrity.
Administrative Support (10%)
- Arrange travel for Workplace team members.
- Manage expense reports for Workplace team members.
- Manage payment of supplier invoices for NY and DC office operations and workplace operations team.
Prior Experience
- 1-3 years professional experience is preferred.
Work Demands
- Ability to work some evenings and weekends
- Ability to lift and move furniture for room set ups, up to 35 pounds
- Limited travel may be required (1-2 times per year)
Skills
- Excellent organization skills and attention to detail.
- Making informed and timely decisions, and using sound judgment to prioritize actions.
- Ability to work independently and effectively in a fast-paced, deadline-driven environment, and to juggle several projects at once with a spirit of flexibility and positive outlook.
- Ability to build internal and external relationships and networks in order to achieve results.
- Writing and communicating verbally in an effective and compelling manner.
- Strong and enthusiastic collaborator.
- Identifying and acting upon learning from both accomplishments and less-successful experiences by reflecting and proactively seeking feedback.
- Strong tech skills, including knowledge of Microsoft Office Suite, particularly Microsoft Outlook.
- Strong resolve to adapt and succeed in a frequently changing environment.
- Desire to be a leader in all relationships.
- Strong customer service ethic.
- Belief that operations support is critical to the success of the team.
- Exemplifies each of Teach For America's core values.
Salary for this position is competitive and depends on prior experience. In addition, a comprehensive benefits package is included.
Salary for this position is competitive and depends on prior experience. In addition, a comprehensive benefits package is included.
Teach For America encourages individuals of all ethnic, racial, and socioeconomic backgrounds to apply for this position. We are committed to maximizing the diversity of our organization, as we want to engage all those who can contribute to this effort. Learn more about our diversity on staff: www.teachforamerica.org/about-us/careers/life-at-tfa/workforce-diversity....
Teach For America is committed to providing equal employment opportunities to all qualified individuals and does not discriminate on the basis of race, color, ethnicity, religion, sex, gender, gender identity and expression, sexual orientation, national origin, disability, age, marital status, veteran status, pregnancy, parental status, genetic information or characteristics (or those of a family member) or any other basis prohibited by applicable law.
This job description reflects Teach For America's assignment of essential functions and qualifications of the role. Nothing in this herein restricts management's right to assign, reassign or eliminate duties and responsibilities to this role at any time.