Department Coordinator

Job Type

Full Time




New York
New York
United States



The Department Coordinator works as part of the Natural Resources and Climate Change (NRCC) team and will report to the Program Director. The Department Coordinator will pro-actively assist both the Program Director and Program Officer to manage the daily processes and planning of the NRCC team. The Department Coordinator is expected to engage pro-actively across their team and across all areas of the Foundation (e.g., Finance, HR, facilities) in order to help facilitate the workload and workflow of the team. 


  • Pro-actively manage the Program Director and Program Officer’s appointments and scheduling needs, which may include heavy scheduling commitments for both internal and external meetings
  • Assist to effectively prioritize and plan meetings per the upcoming goals of the team
  • Participates in meetings/calls with grantees when requested and with team, and keeps notes of meeting action points
  • Track activity deadlines and deliverables arising from meetings
  • Develop domestic and international travel itineraries, related logistics, and follow up for Program Officer and Program Director
  • Submit and track Concur requests as required, primarily (but not limited to) the expense reports related to the teams travel
  • Collaborate with Program Director to prepare, manage and track team’s annual operational budget, which includes the monitoring of Direct Charitable Activities (DCA) expenses
  • Process contracts in WorkPlace and coordinate with Legal Department for contract preparation/review
  • Monitor contracts, including reviewing invoices and confirming that deliverables have been met before submitting for payment, tracking payments to ensure compliance with contract terms, and keeping the Director and Program Officer updated as necessary
  • Manage grantee event planning, meeting preparation, coordination, and logistics which may include setting up teleconferences, WebEx, and catering needs
  • Assist in onboarding process for new hires/temporary staff/consultants including logistical set-up and orientation
  • Answer and redirect calls effectively, prioritize appropriately and ensure timely response to important and/or urgent inquiries
  • Provides administrative grant-making process and planning support to the team as required
  • Assist in responding to requests for information from internal and external sources and draft appropriate responses in advance where possible
  • Collect and organize information from Foundation staff and offices in support of grant making strategies and other needs
  • Collaborate and work with internal and external CLUA members to facilitate smooth and effective CLUA-related grants processes and support document preparation
  • Prepare presentations and other materials for the team as required


  • BA/BS plus a minimum of 3-5 years of experience supporting multiple managers in a fast-paced environment
  • Direct experience in the nonprofit sector as a staff member, board member, or volunteer, preferably including some international experience preferred
  • Detailed knowledge of and demonstrated proficiency in the use of office computer applications, including at minimum Microsoft Word, Excel, PowerPoint, Outlook, Google Drive, Sheets, Docs, Slides
  • Experience using and contributing to a grants management system preferred (for example, FLUXX)
  • Enthusiasm for learning new tools and technologies and ability to adapt to rapidly evolving applications and systems
  • Excellent oral and written communications skills; ability to manage communications tactfully and professionally with a high attention to detail and accuracy
  • Highly functioning and experienced administrator, able to self-manage, prioritize work assignments across departments, manage multiple deadlines, and represent the unit and the Foundation in any given environment
  • Excellent flexible and proactive planning skills, organizational skills, and attention to detail
  • Proven ability to problem solve and follow up appropriately on process and procedural issues
  • A team player with an ability to work in diverse teams with shared responsibility and accountability 
  • Ability to contribute to a positive, productive, open, and supportive environment that motivates everyone to perform at their best
  • Demonstrated proficiency utilizing online information resources and data tools for information retrieval and data entry; experience undertaking internet-based research

Alignment to the mission and culture of the Ford Foundation

  • Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
  • Personal qualities of humility, capacity for self-reflection, and a sense of humor
  • Discretion and ability to handle confidential issues
  • Action-orientated and entrepreneurial self-starter who can work well independently and in teams

Salary:  Salary is based on experience and on the Foundation’s commitment to internal equity.  A generous benefits package is provided.

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.

Professional Level


Minimum Education Required

4-year degree

How To Apply

To apply, please apply on-line at: