Administrative Coordinator

Job Type

Full Time


Details: Salary Commensurate with Experience



Application Deadline:



101 West 31st Street
New York
New York
United States


Administrative Coordinator, K-16 Initiatives

Job Duties and Responsibilities


Job Title: Administrative Coordinator, Budget and Administration

Location: 101 West 31st Street, New York, NY and 16 Court Street Brooklyn, NY 11241

Full/Part Time: Full-Time

Regular/Temporary: Regular


CUNY K-16 Initiatives encompass multiple programs with a common purpose, to increase NYC public school students’ college access and success, facilitating their transition to post-secondary education and careers. The Administrative Coordinator position provides administrative support to the staff and programs of K-16 Initiatives, working primarily with the Creative Arts Team (CAT), an arts-in-education division of CUNY. This position reports to the Executive Director of the Creative Arts Team and the Director of Finance and Administration for K-16. The Administrative Coordinator’s work location will be primarily at CAT’s office on West 31st Street in Manhattan, but will also involve approximately one day per week at the K-16 offices at 16 Court Street in Brooklyn.


The Administrative Coordinator’s job duties and responsibilities include:


Account and budget oversight

·       Assist with review of account-level expenses for internal tracking and reports required by programs and funders.

·       Prepare regular reports for multiple programs and accounts, with receivables and expenses.

·       Monitor consistency between program budgets and actual expenditures.

·       Prepare invoices to a variety of funding sources.

·       Assist in collecting information required for funder site visits and reports to funders

·       Maintain updated accounts receivable reports by program.


Procurement and payables

·       Request proposals and quotes from vendors; submit invoices and supporting documentation to budget office for payment

·       Assist with development of consultant contracts, purchase orders and orders

·       Maintain inventory and records of orders and payments, by program area and account


Human Resources

·      Manage timesheet processing, from collecting and verifying timesheets, submitting to budget office, troubleshooting any payroll issues and confirming payroll account balances

·      Inform budget office of changes in employee status (hiring, pay increases, termination)

·      Coordinate hiring process for new staff, including pre-employment paperwork and on-boarding appointment with the budget office

·      Maintain personnel records


Liaison between CAT program staff and budget office

·       Participate in development of administrative policies and documentation

·       Assist staff in adhering to policies and accessing required documents

·       Process and track requests for purchases of materials and services, following purchasing guidelines appropriate for the funding source


Other Duties

·       Assist CAT’s Executive Director and the Director of Finance and Administration in maintaining complete records of grants and contracts.

·       Perform operations, administrative, and other work as needed to support CAT and K-16 Initiatives.

·       Participate in training and supervision of work study students in budgetary support roles.




·      A bachelor degree and 5+ years’ work experience (accounting degree is not required, but must understand basic accounting concepts).

·      Previous experience in the role of an administrative generalist is helpful.

·      Able to work independently and collaboratively with CAT staff, K-16 Budget and Administration team, and CUNY administrative offices.

·      Must be able to maintain confidentiality around budget and human resources information.

·      Ready to proactively solve problems and work with minimal supervision.

·      Detail oriented, with strong organization skills and an ability to set and meet deadlines

·      Excellent interpersonal, verbal and writing skills

·      Familiarity with Microsoft Office, in particular Word and Excel

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

To apply please complete the application by uploading your resume and cover letter at the below link: