Special Programs Administrative Coordinator

Special Programs Administrative Coordinator

SAGE is the world’s largest and oldest organization dedicated to improving the lives of lesbian, gay, bisexual and transgender (LGBTQ+) older adults. Founded in 1978 and headquartered in New York City, SAGE is a national organization that offers supportive services and consumer resources for LGBTQ+ older adults and their caregivers, advocates for public policy changes that address the needs of LGBTQ+ older people, and provides cultural competency training for aging providers and LGBTQ+ organizations, largely through its National Resource Center on LGBTQ+ Aging and its growing social enterprise SAGECare.

Summary: The Special Programs Administrative Coordinator plays a key role in supporting SAGE’s Special Programs Department, which delivers participant programming to LGBTQ+ older adults across New York City and South Florida. This position provides essential clerical and administrative support and works closely with members of the Special Programs team and with other departments across the agency.

Responsibilities:

• Assist the Director of Special Programs in coordinating, composing, and editing written reports, summaries, independent contractor agreements, presentations, and correspondence.
• Enter, track, and organize budget and expense data using Microsoft Excel and other financial tracking tools.
• Support the Director of Special Programs in preparing for and participating in meetings, including developing materials, creating agendas, gathering information, and tracking follow-up actions.
• Provide logistical support for Special Programs events, including ordering food, managing event setup and breakdown, and completing other necessary day-of tasks.
• Create meeting agendas and record meeting minutes as needed.
• Ensure timely submission of reports and completion of administrative tasks, such as agency monthly reports and tracking logs.
• Process vendor invoices for financial reimbursements and collaborate with the Director of Special Programs and the Finance Department to ensure timely payments.
• Manage monthly departmental billing, collecting receipts and entering billing codes.
• Coordinate travel arrangements for the Director of Special Programs and members of the Special Programs team.
• Assist in the hiring process by conducting initial screenings of job applicants and coordinating interview logistics.
• Open and close SAGE Headquarters up to two days per week.
• Provide additional administrative support as required.

Required Qualifications:

• Bachelor’s degree required; preferably in a related field.
• Strong organizational skills with an ability to manage and prioritize multiple tasks.
• Comfortable working in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong initiative and exceptional task management skills.
• Ability to manage sensitive information with discretion.
• Proficiency in Microsoft Word, Excel, and PowerPoint, with the ability to learn Salesforce and other relevant software.

Preferred Qualifications:

• Experience working with the LGBTQ+ population and/or older adults.
• Familiarity with issues of cultural and linguistic competency with regards to ability, race, ethnicity, class, sexuality, gender identity and expression, and other characteristics that affect the lives of diverse older adults.

• The benefits: SAGE offers a rich benefits package including:
  • Two medical insurance plan options in which to enroll – with a very generous HRA contribution by SAGE and premium subsidies
  • An annually funded HRA (of up to $5k) for gender affirming care not covered by medical insurance
  • Dental and Vision insurance with premium subsidies
  • A safe harbor 401(k) plan with a match from SAGE of up to 5%
  • Generous PTO and office closures for holidays (including ½ day closures the day before many holidays!)
  • 100% SAGE-paid family and medical leave for up to 12 weeks
  • Sabbatical leave for very tenured staff
  • 100% SAGE-paid disability and life insurance with the opportunity to elect additional life insurance coverage for the employee and their dependents
  • Medical and dependent care FSA and transit pre-tax benefits
  • An Employee Assistance Program (EAP) for free and confidential support from licensed counselors on a variety of issues
  • A really terrific team! An opportunity to build from the ground up and make significant positive impact on SAGE staff and culture! A chance to support the LGBTQ+ community and be a part of an organization doing vital work!