Careers at RFCUNYJob Openings

MISSION

Children need to spend their most critical years with dedicated, educated, trained, and well-compensated individuals in order to thrive. The New York Early Childhood Professional Development Institute leads the work to establish and implement an early childhood workforce system to ensure funding, standards and competencies, career development resources, qualifications and credentials, professional development (training and strengths-based coaching), and program quality assurance and improvement for individuals who work with young children throughout New York. Housed at the City University of New York, the Institute is a fast-paced, dynamic public/private partnership that is committed to the early childhood workforce across New York State.

GENERAL DESCRIPTION

The Office Operations Coordinator plays a vital role in supporting Institute operations. Reporting to the Budget and Administration Senior Manager, the Coordinator supports Institute program directors and executive staff with purchasing and expense tracking and office operations. This position is a great opportunity for someone interested in developing a career in the field of nonprofit administration and operations.

Purchasing, Expense Tracking, Invoicing 

• Make purchases and process invoices and reimbursement requests for assigned projects.
• Maintain tracking sheets for assigned projects, reconcile tracking sheets with OTPS reports, and report status of invoices and budgets to Budget and Administration Senior Manager on a periodic basis.
• Process all Institute book orders – send packages, process POs/invoices, record and reconcile revenue; order supplies needed for processing orders and process shipping invoices; maintain book inventory.
• Work with the Budget and Administration Senior Manager and relevant project associate to create invoices and needed back up documentation for all fee-for-service work (coaching, professional development, test prep, etc.); provide support to follow up on invoices and track payments; maintain fee-for-service tracking sheet.
• Support the Professional Development team to set up training events, including event registration, payment requests, and tracking attendance and training completion.

Office Operations 

• Provide general operations support to staff – answering questions and providing guidance as needed.
• Manage office supply inventory, including pantry and office equipment (copy machines).
• Drop off/pick up and distribute mail.
• Maintain organization of office storage spaces and shared spaces (conference room, elevator foyer).
• Maintain inventory tracking for all laptops and mifi units.
• Provide first line of communication through the Institute phone line and general email and direct inquiries to the appropriate staff member.
• Coordinate other activities as needed with administrative and project staff.
• Maintain and update Institute Administration Manual, including vendor list; ensure latest versions of RF and CUNY forms are available on the shared drive and older versions are archived.
• Process requests to archive paper records.