Administrative Coordinator - Urban Resource Institute

Urban Resource Institute (URI) • New York, NY

3d

About The Position

The Evaluation & Social Impact (ESI) Administrative Coordinator provides dedicated administrative support to the Vice President and ESI team. The role helps the department operate smoothly by managing schedules, coordinating meetings, maintaining documentation, and supporting communication across departments and with external stakeholders. The coordinator is expected to anticipate needs, use good judgment, maintain confidentiality, and contribute to a supportive and well-functioning team environment.

The position also supports ESI initiatives, data and reporting systems, project tracking, trainings and events, document management, office operations, and finance-related administrative processes.

Requirements

• Bachelor's degree required, preferably in Human Services, Nonprofit Management, or a related field.
• At least 5 years of executive support experience, ideally in a nonprofit setting.
• Demonstrated ability to anticipate needs and manage competing priorities.
• Commitment to Urban Resource Institute's mission and values and a passion for advancing social impact work.
• Proficiency in 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 that streamline workflows and improve organizational efficiency.
• Strong analytical and reporting skills, including the ability to gather, synthesize, and clearly present information through polished documentation.
• Ability to read printed and handwritten materials and information on a computer screen.
• Ability to manipulate a computer mouse and keyboard, sit for extended periods, and enter information in digital forms and spreadsheets.

Nice To Haves

• Familiarity with Monday.com.

Responsibilities

• Own and manage the ESI department calendar.
• Meet weekly for one-on-one supervision with the Vice President.
• Keep the Vice President informed about key commitments and proactively follow up on action items.
• Manage the ESI inbox and mail, routing items to the appropriate people.
• Draft and send timely updates, reminders, and follow-ups to staff and leadership.
• Schedule meetings and manage 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 event 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level