Operations and Finance Coordinator

The Child Mind Institute seeks an Interdepartmental Administrative Coordinator to work alongside another Administrative Coordinator to support our Finance, Legal, and Operations teams. This position will be responsible for certain administrative functions, as well as building and maintaining relationships to support workflow. 

Reporting to the Director of Finance and Accounting, and directly supporting the CFO and General Counsel, this is a non-exempt, full-time position located in our NYC headquarters.  

The Child Mind Institute is proud to be named a Great Place to Work-Certified company! Our competitive compensation and benefits include medical insurance, 401(k) with match, flexible work schedules, paid parental leave, dependent care, and a discounted tickets and entertainment perks program.

Responsibilities: 

• Develops and maintains relationships across departments to support the administrative needs of the organization 
• Effectively and efficiently manages calendars in Microsoft Outlook, including the coordination of complex executive meetings
• Provides administrative support to the CFO, GC, and other members of the teams, including scheduling, preparing meeting agendas, taking notes, submitting contracts, and other administrative support
• Ensures that vendor contact database, consultant contracts, and other electronic files are accurately maintained
• Receives and reviews various payment requests and other related documentation for completeness and compliance with policies and procedures
• Reviews consultant agreements and other contracts, working with Legal, program teams, and Finance colleagues to ensure proper approval before execution

• Prioritizes and manages multiple time-sensitive projects simultaneously, and follows through on issues in a timely manner; independently follows up on deliverables as appropriate

• Prepares and submits routine financial forms (check requests, expense reimbursements), using Sage Intacct
• Manages credit card expense reports and receipts, using Expensify
• Seating for new hires and space change requests. Including updates in Tango, spreadsheets and pdf floor plans.
• Annual Census data collection and filing for all 3 entities

Qualifications: 

• High School Diploma/GED and 4+-years experience or equivalent combination of education and experience is required.

• Associates Degree preferred. Good written, oral, and interpersonal skills
• Must be able to manage multiple tasks and priorities simultaneously in a fast-paced environment and produce the desired results
• Ability to work well without supervision and in a team environment, determine priorities, and assume initiative
• Ability to exercise judgment and maintain confidentiality and professionalism 
• Solid computer skills including Microsoft Office
• Must have strong verbal and written communication skills, good judgment, and problem-solving skills
• Energetic, flexible, collaborative, and proactive
• Team player with ability to establish and maintain effective working relationships and follow through on delegated tasks and assignments
• Prior experience with non-profit and/or legal preferred