Administrative Coordinator

Job Type

Full Time


Details: Compensation is competitive and based on experience. We offer a comprehensive benefits package.




36-24 12th Street
Long Island City
United States


VOICE Charter School ( is an elementary and middle school located in Long Island City, Queens that serves about 650 students across grades K-8. We are located just minutes from Manhattan (two stops outside of Manhattan on the F, N, and W train lines) and Long Island City's growing waterfront district, thriving arts community, and rapid residential growth. We are looking to identify extraordinary educators and administrators committed to urban education who wish to join a dynamic professional learning community. 

Our mission is to create a safe and healthy learning environment that will nurture, motivate and challenge all of our children to achieve the highest level of academic excellence and to develop into mindful, responsible, contributing participants in their education, their community and the diverse society in which we live.

What makes VOICE different?

At VOICE, it's not just about the music. It's about the people. It's about what you can be. It's about using your passion. It's about relationships. It's about having the opportunity to choose. It's about caring enough. It's about each individual child. Our teachers, administrators, students and parents support one another in our children's education and operate as part of a professional learning community that promotes collegiality, shared work, and unending reflection and growth. At VOICE, you will be pushed to become more.

We believe in efficacy. At the core of our academic culture is the idea that all students are capable of doing well in any discipline. At VOICE, all students will learn.

We support and develop the effectiveness of our teachers. We believe that teachers need time to collaborate to build their practice, so we provide them with over two hours of planning time a day as well as additional days for curriculum development and training during the school year.

We promote participation in music and the arts. As music and art help develop problem solving and critical thinking skills and open children's imaginations, all VOICE students participate in and learn from daily activities in the arts including rigorous choral training. We design our arts-integrated curriculum to bring joy to the lives of our children, providing them with the skills necessary to forge their own path.

All Faculty and Staff at VOICE:

  • Love and nurture all of our students as they become deeply caring and responsible individuals;
  • Take personal responsibility and work collaboratively to ensure that all students achieve and grow, understanding that the performance and progress of our students is directly under our control;
  • Ask questions and empower students to exercise curiosity and wonder about the world around them;
  • Hold themselves to the highest standards;
  • Push and support themselves, their students, and their colleagues;
  • Proactively seek and incorporate feedback;
  • Help each individual child gain the opportunity to choose what his or her future will be.


Position Responsibilities:

The Administrative Coordinator is a highly motivated individual that enjoys serving as a key operator within the organization. This professional is extremely organized and detail-oriented, with a keen eye for developing efficient systems. A successful candidate thrives in a fast-paced work environment, working in collaboration with the Executive Director/Principal Internal systems for calendar, project, and deadline management are pivotal to the role; strong writing and communication skills are essential for external facing materials and communication.

Leadership Support

  • Coordinates logistics for Strategy Team, Leadership Team, and Board meetings, including scheduling, requesting agenda items and drafting agendas, reserving space, preparing materials, communicating with participants, and note-taking
  • Supports with the management of leadership team members’ calendars
  • Supports the Executive Director with administrative functions such as email management, printing and preparing materials, and tracking and submitting purchase requests

Executive Support

  • Coordinates logistics for meetings, including scheduling, drafting agendas, reserving space and coordinating with external vendors as needed, preparing materials, communicating with participants, and note-taking and follow-up
  • Attends meetings with Principal/Executive Director or on behalf of Principal/Executive Director as needed
  • Manages the Principal/Executive Director’s calendar, balancing internal and external requests
  • Serves as the first point of contact for Principal/Executive Director’s communications and other internal requests
  • Assists the Principal/Executive Director with providing information and assistance to parents
  • Monitors and supports the Principal/Executive Director in meeting deliverable deadlines
  • Supports Principal/Executive Director with administrative functions such as email management, printing and preparing materials, and tracking and submitting receipts, and submitting purchase requests
  • Prepares external facing materials for the Principal/Executive Director to send to the needed parties

External Partnerships

  • Project manages high level relationships with external visitors, developing visit protocols, event participation and invitations, triggering preparatory visit activities, training staff, and communicating updates to key participants
  • Fosters community advocacy by developing and maintaining relationships with community politicians and governmental entities; communicates information as needed
  • Leads the planning and execution of the annual Advocacy Day event
  • Researches potential external partners; builds and maintains relationships with external partners (e.g., Fresh Air Fund, USDAN, Noguchi)
  • Drafts content related to community outreach and engagement for funding applications, compliance-related materials, press entities, etc.

External Presence

  • Working closely with the Recruitment & Selection Specialist, envisions and implements a VOICE branding and communications strategy that incorporates web, print, and social media (e.g., Facebook, Twitter, Instagram, VOICE blog) in order to support the recruitment of best-fit candidates
  • Researches best practices in the field of branding, marketing, and communications and proposes ideas to improve VOICE’s current internal and external communications processes and materials

Board-Level Communications

  • Coordinates logistics and agenda for monthly Board Meetings, including triggering agenda items, reserving space, communicating with presenters, coordinating assistant staffing, and archiving minutes
  • Acts as board liaison and first point of contact for communication; relays messages from staff and administration to Board and relays messages and questions from Board to administration and staff

Other Administrative Support

  • Supports and assists Administration with any other administrative activities and special projects that arise
  • Performs additional tasks as needed in support of other departments

Position Qualifications:

Behavioral Qualifications

  • Unwavering commitment to VOICE mission, vision, and values
  • Models high standards of integrity, trust, openness, and respect for others
  • Demonstrates integrity by honoring commitments and promises
  • Operates and follows through on assigned tasks and projects under specific time constraints and by specified deadlines
  • Is productive and carries fair share of the workload; focuses on quality and expends the necessary time and effort to achieve goals
  • Seeks to understand and meet and/or exceed the needs and expectations of customers and clients; treats customers and clients with respect
  • Builds and maintains excellent positive relationships with and between team members and direct reports
  • Recognizes the constructive value of and embraces feedback
  • Responds and adapts to developing challenges and obstacles when under pressure calmly and logically to develop working solutions in a timely manner
  • Identifies and seeks to resolve and prevent problems
  • Approaches new challenges as opportunities to improve skills and abilities, seeking advice and feedback to constantly improve
  • Seeks opportunities for personal and professional learning
  • Maintains a visionary outlook and sees each challenge in the context of the broader scope of projects, while acting towards that desired end goal at all times

Skills and Knowledge

  • Exercises discretion regarding sensitive personal and legal information
  • Ease working with minimal supervision, while taking the initiative to ask for guidance if needed
  • Outstanding organizational and time management skills
  • Effectively prioritizes tasks in order to meet deadlines
  • Comfortable switching gears at a moment's notice while maintaining laser-focus
  • Responds to requests in a professional manner, even in difficult circumstances; provides accurate and timely service
  • Works effectively and cooperatively with others to achieve goals
  • Writes clearly and concisely; listens attentively to others and responds appropriately; takes into account the audience and nature of the information
  • Verbally articulates progress against tasks, streams, and buckets clearly and concisely; communicates ideas, suggestions and concerns as well as outcomes and progress throughout the course of a task or project
  • Regularly applies feedback and training outcomes to the work to grow continuously in and add value to the role
  • Ensures that all problems encountered are addressed at the appropriate level and communicates all relevant information on a timely basis with accuracy and completeness; proactively proposes solutions
  • Manages up and laterally by proactively providing supervisors and clients support and solutions to move work and projects forward
  • Delegates tasks and projects clearly and concisely, holding others accountable to deadlines and outcomes
  • Identifies and seeks to resolve and prevent conflicts with and between team members and direct reports
  • Manages projects, including delegating, holding others accountable to deadlines, soliciting and incorporating feedback during and after project implementation, and communicating out results
  • Creates effective teams; builds relationships with and between team members, motivates team members and creates a positive team culture, and provides professional development, coaching, feedback, and support to team members

Educational Background and Work Experience

  • Bachelor’s degree from an accredited college or university required
  • 2-3 years working in an Executive Assistant/Administrative Assistant role required
  • Experience working within a nonprofit organization or school preferred

Compensation and Benefits: Compensation is competitive and based on experience.

How to Apply: Please submit an electronic application (including a VOICE-specific cover letter and resume) here.

VOICE Charter School is an Equal Opportunity Employer. In its employment decisions, VOICE does not discriminate on the basis of an applicant or employee’s race, color, religion, sex, gender, gender identity or expression, sexual orientation, age, national origin, disability, veteran status, unemployment status, or any other status protected by law.


Compensation is competitive and based on experience. We offer a comprehensive benefits package, including participation in the TransitChek program and partial reimbursement for monthly commuting expenses, gym reimbursement, cultural enrichment reimbursements, and many opportunities to get to know your VOICE colleagues! 

Professional Level


Minimum Education Required

4-year degree

How To Apply

Please submit an electronic application (including a VOICE-specific cover letter and resume) at