Administrative Coordinator

Bronx Center

Job purpose

The Administrative Coordinator plays a key role in supporting the heart of TICP’s daily operations. This position ensures that our administrative systems, communication channels, and organizational processes run smoothly so that our educators, clinicians, and apprentices can focus on what matters most—supporting our kiddos and their families. The Administrative Coordinator is a collaborative leader who brings organization, clarity, and warmth to the administrative team. This role supports a trauma-informed, neurodiversity-affirming environment and helps maintain a workplace culture grounded in communication, teamwork, and community.

Duties and responsibilities 

Leadership & Administrative Support

• Collect and organize reports from staff and department leads to support efficient workflows and alignment.
• Monitor organizational performance and flag issues or improvement needs to the CEO/ED.
• Draft and manage internal and external communications on behalf of leadership as requested.

Meeting and Event Preparation

• Coordinate and finalize meeting agendas for CEO/ED approval before cross-department meetings 
• Organize company conferences and special events, ensuring that quality and logistical details are in place.
• Procure and manage catering, set up and break down of event spaces, and ensure smooth execution of internal and external events.

Project & Compliance Management

• Manage cross-department projects aligned with organizational goals and the CEO/ED’s priorities.
• Recommend and implement operational systems that improve efficiency.
• Obtain and maintain required certifications (Notary, Food Safety, Fire Safety, etc.) to support compliance and safety.
• Have a deep knowledge and understanding of the Article 47 compliance documents and Safety Plan.

Facilities Management

• Conduct regular facility walkthroughs to ensure safety, maintenance, and Article 47 compliance.
• Perform light repairs and upkeep using basic hand tools (e.g., furniture assembly, wall patching, bulb replacements).
• Coordinate with contractors and vendors for professional repairs, maintenance or upgrades.
• Track and follow up on building maintenance issues to completion.

Procurement & Inventory Management

• Oversee inventory across departments and maintain appropriate stock levels.
• Source, order, and replenish materials for classrooms, administrative needs, and shared spaces.
• Implement tracking systems to manage usage, prevent shortages, and control costs.
• Collaborate with staff to ensure timely access to requested supplies and equipment.

Qualifications   

• At least three (3) years of experience in a similar position: administrative or office management experience.
• The ideal candidate will have the acumen and finesse to handle complex situations and multiple responsibilities simultaneously mixing long term projects with the urgency of immediate demands. 
• Exceptional judgment and communication skills, and must exhibit the skills to collaborate with and achieve actionable results through others, the ability to build strong and sustainable relationships, and the capability to interact within all levels of the organization and with external constituents.
• Excellent interpersonal skills and good sense of humor
• Good stamina and willingness to travel if necessary
• Physical ability to climb up and down a ladder and lift 50 lbs 
• Ability to use common household equipment and tools 
• Strong interest in the mission of The Inspired Community Project, Inc. 

Position Details 

• Position: Full time position, 40 hours per week. Onsite
• Schedule: 10:30am - 6:30pm, Monday-Friday
• Salary: $60,000 annually
• Benefits: 
  • Medical | Vision | 401(k) | Health Saving Account (HSA) | Commuter Benefits
• PTO Benefits: Total 7 weeks [36 days]
  • Discretionary PTO Days: [15 days - can roll over] 3 weeks PTO per calendar year.
  • Predetermined PTO Holidays: [11 Days - floating holidays] 
    • MLK Day, Presidents Day, Employee Appreciation Day (March), Autism Advocacy Day (April), Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous Peoples Day, Thanksgiving & Black Friday
  • Predetermined PTO Weeks: [10 days - no roll over]
    • Last week of August & the week between Christmas and New Years