Administrative Coordinator - Urban Resource Institute

URI Careers•New York, NY

About The Position

The Administrative Coordinator joins Urban Resource Institute’s Evaluation & Social Impact (ESI) department, which evaluates impact across URI’s Programs Division. The role provides dedicated support to the Vice President and ESI team, helping the department operate smoothly through calendar and meeting coordination, communications, documentation, project and data support, event logistics, office administration, and finance-related processing. The coordinator serves as a reliable point of contact for internal teams and external stakeholders, using sound judgment, discretion, and strong organizational skills to anticipate needs and support collaboration.

Requirements

Bachelor’s degree required.
At least 5 years of executive support experience, ideally in a nonprofit setting, with demonstrated ability to anticipate needs and manage competing priorities.
Commitment to Urban Resource Institute’s mission and values and passion for advancing social impact work.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and Adobe Acrobat.
Exceptional organizational skills and ability to manage multiple priorities while maintaining meticulous attention to detail.
Process-oriented mindset and experience designing and implementing systems to streamline workflows and improve organizational efficiency.
Strong analytical and reporting skills, including ability to gather, synthesize, and clearly present information through professional documentation.
Ability to read printed and handwritten materials and information on a computer screen.
Ability to use a computer mouse and keyboard, sit for extended periods, and enter information in digital forms and spreadsheets.

Nice To Haves

Bachelor’s degree in Human Services, Nonprofit Management, or a related field.
Familiarity with Monday.com.

Responsibilities

Own and manage the ESI department calendar and meet weekly with the Vice President for one-on-one supervision.
Keep the Vice President informed of key commitments and proactively follow up on action items.
Manage the ESI inbox and mail, routing items to appropriate people.
Draft and send timely updates, reminders, and follow-ups to staff and leadership.
Schedule meetings and coordinate logistics, including invitations, room bookings, Teams links, and agendas.
Capture meeting notes, track action items, and share follow-up materials.
Support planning and execution of ESI initiatives, including client satisfaction surveys, outcome tracking, and service delivery standardization.
Help build and maintain systems for tracking program goals and data.
Create visual summaries and support report development.
Build and manage Monday.com boards to track project deliverables and incoming requests.
Learn Apricot, URI’s case management system, to support data requests and reporting.
Coordinate logistics for trainings, workshops, and site visits, including scheduling, room bookings, materials, food orders, and receipt tracking.
Manage food ordering and event logistics, including delivery receipt, setup, and post-event cleanup.
Track attendance and registration and send reminders and follow-ups.
Organize ESI files and SharePoint folders and archive outdated materials.
Manage the ESI Shared Drive and coordinate Intranet updates.
Order office supplies and maintain appropriate inventory levels.
Coordinate receipt and invoice processing, including reconciliation with Finance and Program Administration.
Prepare and process check requests, expense documentation, and reimbursement submissions.
Coordinate gift card distribution to programs, ensuring accurate documentation and tracking.
Perform other duties as assigned to support department needs.