Posted on January 3, 2013

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Administrative Coordinator

Please note that we have reopened this search. Please do not resubmit your application materials if you already presented your qualifications.

The Inner Resilience Program (IRP), a project of Tides Center, was founded in February 2002 in response to the events of September 11, 2001 and their effects on educators and students. Over time, it became evident, that learning to balance work and life stressors was not exclusive to educators in the schools in Lower Manhattan, but was a pervasive issue that affected teachers nationally. As a result, the program moved from a focus on trauma recovery into the broader category of teacher, parent, and student wellness, including a focus on nurturing the inner lives of educators and students. The mission of The Inner Resilience Program of today is to cultivate the inner lives of students, teachers and schools by integrating social and emotional learning with contemplative practice.

For additional information on The Inner Resilience Program please visit our website: http://www.innerresilience-tidescenter.org.

Summary:

Thanks for your interest in joining The Inner Resilience Program.

We are seeking a seasoned administrative professional with a proven professional background as the administrative lead. In this role, s/he will provide a comprehensive range of administrative and project support services.

The Administrative Coordinator will be a critical part of a four-person team to fulfill the goals of The Inner Resilience Program. S/he will:

• Manage the day-to-day operations of The Inner Resilience Program office,
• Provide administrative and programmatic support to the Director, the Deputy Director of Finance and Administration, and the Deputy Director of Programs and
• Ensure smooth coordination with Tides Center, our fiscal sponsor.

This person must be exceedingly well-organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.

We are seeking a candidate with these skills:

• Able to interact with staff (at all levels) in a fast-paced environment.
• Able to work under pressure with a high level of professionalism while remaining flexible, proactive, resourceful and efficient.
• Excellent written and verbal communication skills.
• Thoughtful decision-making.
• Good judgment regarding issues of confidentiality.
• Skilled in his/her attention to detail.

In addition to being a solid administrative professional, the ideal candidate believes deeply in our mission and values an integration of their own inner life of mind and spirit and outer life of service and action.

Essential Duties and Responsibilities:

Financial responsibilities:

• Firm understanding of organization’s financial structure, including program and expenses codes for processing invoices and payments.
• Assist with creating and updating specific project work plans and budgets.
• In charge of invoicing, procurement and tracking organization’s fee-for-service income.
• Responsible for processing all bills, petty cash and credit card statements.

Executive Assistant to the Director responsibilities:

• Keep calendar.
• Make travel arrangements.
• Organize and prepare executive-level logistics for events.
• Prepare expenses reports and invoices.
• Record meeting minutes, when necessary.

Office Management responsibilities:

• Manage office, facilities and equipment, organization and inventory of program materials, ordering supplies, oversee incoming and outgoing mail, filing, copying.
• Provide administrative, logistical and communications support for program services and trainings.
• Communicate with Tides Center, contractors, office subtenants and answer general telephone calls, e-mails and written correspondence.
• Supervise and delegate tasks for high-school intern.
• Maintain program and grant files and update databases and website.
• Manage IRP listserv and assist with program communications.
• Conduct research, as requested.
• Perform other duties, as requested.

Education and/or Experience:

• Minimum BA requirement.
• Minimum of 2-4 years experience preferred as an administrative assistant for someone in a leadership capacity; preferably in a non-profit environment with independent execution of financial matters.

Knowledge, Skills and Abilities:

• Demonstrated strength in organizing, multi-tasking and setting priorities.
• Detail-oriented – specifically, strong writing skills in terms of written communication and accuracy in financial coding.
• Strong computer skills; including MS Word, Excel and Outlook. Experience with PowerPoint, and web-design a plus.
• Self-starting team-player with demonstrated resourcefulness and problem-solving abilities.
• Ability to work collaboratively when planning the execution of tasks but able to take ownership of fulfilling tasks independently.
• Open style of communication with colleagues and consultants.
• Takes Initiative, is flexible, and has strong cross-cultural skills.

Physical Demands:

Sitting at a desk for long periods of time using the phone and the computer. Packing and unpacking boxes of programmatic and office supplies. Moving of supplies or boxes around the office (25-50 lbs).

Application Instructions

Application Deadline: Friday, January 18, 2013

For employment consideration the optimal way to contact us is via e-mail (no phone-calls please).

All applications must include:

• Resume
• Thoughtful cover letter (including how you became aware of this opportunity: job portal, referral, etc.)
• Salary requirements (must specify actual amount or range)
• One writing sample (3-page maximum, attached in PDF format)
• E-mail applications to Ms. Dana McCloskey, MA, Deputy Director of Administration and Finance: dmccloskey@innerresilience-tidescenter.org
• Subject Line: Your full name and Administrative Coordinator Position

Position will be open until filled and only qualified candidates will be contacted.

The Inner Resilience Program is an equal opportunity employer and makes employment decisions on the basis of merit and an application, successful interview, and background and reference check process. Our policy prohibits unlawful discrimination based on race, color, creed, gender (including gender identity), religion, marital status, registered domestic partner status, age, national origin or ancestry, physical or mental disability, medical conditions including genetic characteristics and cancer-related conditions, sexual orientation, people with acquired immune deficiency syndrome (AIDS) and AIDS-related conditions, political affiliation or any other consideration made unlawful by federal, state, or local laws. Discrimination also includes a perception that anyone has any of these characteristics, or is associated with a person who has or is perceived as having any of these characteristics.