Administrative Coordinator

Posting Summary:

The Center for the Professional Education of Teachers (CPET; tc.edu/cpet) is seeking a full-time Administrative Coordinator to provide operational support and event/project coordination to the Center.

Job Summary/Basic Function:
Reporting to Initiative Director, 21st Century Learning at the Center for Professional Education of Teachers, the incumbent will be responsible for providing administrative support and coordination to ensure the efficient operation of the office. The Administrative Coordinator will support the managing of day-to-day office tasks, facilitating communication, and assisting various teams as needed.

Office Administration

• Serve as a point of contact for internal and external stakeholders, respond to Center inquiries via email, phone or in person and direct to team members as appropriate
• Update and maintain Center inventories and submitting all supply orders for approval
• Collaborate with team members to provide administrative support
• Participate as part of CPET’s Core Team, attending team meetings
• Engage in critical reflection and community building activities to increase collaboration and professional effectiveness
• Attend to internal communication, systems and structures established throughout the Center
• Provide support to seasonal tasks like processing vendor contracts, grant proposals, or other center projects to be determined
Provide monthly documentation, and weekly communication to Center Director and supervisor on completion of projects, support, and celebrations
• Provide prompt and professional support to CPET’s Founding Director, Center Director and operational and coaching leaders
• Coordinate with workshop facilitators on event specific materials,
• Maintain and manage promotional materials, external resources, and prepare communication to partners and stakeholders
• Completion of time-sensitive projects, such as:
o Generate data reports for CPET projects including school evaluations, workshops, conferences, on-site PD, and internal meetings
o Prepare and receive mail and packages for and from partners and stakeholders
• Liaison with TC Business office for printing and shipping needs
• Liaison with TC offices (including Facilities, Media Services, Room Assignments, Columbia Dining) to fulfill Center requests

Event Planning & Support
• Provide event planning for department events which include CPET team members, partner schools, educational leaders, international organizations, TC students, and local educators
• Collaborate with CPET team members to design and implement Center events
Liaison between Center and TC Offices:
• Room Assignments, Media Services, Columbia Dining, Facilities for regular PD workshops and large-scale Center events.
• Place orders, manage reservations, and communicate event details with relevant Center staff
• Track requests, communicate with Center staff to understand the general and specific goals, follow Center procedures for making orders
• Fulfill event needs using a thorough knowledge of internal TC systems, and assisting with day-of event needs
• Participate in pre-event setup, event breakdown, and troubleshooting support throughout the event’s duration.
• Collaborate on post-event data entry & reports related to PD session feedback, test scores, etc.

Documentation & Systems
• Manage and monitor project budgets and expenses
• Manage centerwide calendars, scheduling and communication for team meetings and events
• Collaborate on completion and submission of financial paperwork related to budgets, deposits, and personnel
• Regularly utilize TC systems to complete projects including: 25 Live, the Gottesman Library reservation system, Unimarket, Banner, Media

Services’ reservation system, MyTC
• Utilize external systems including: DOE Vendor Portal, EFT Portal
• Support CPET systems include those which track project progress, budgets, staff availability, and more
• Enter and maintain confidential electronic records, paperwork, and scanning as needed to support CPET programs including participant attendance records, and CTLE records
• Manage and maintain internal systems for tracking of supply inventory, spending, event information, emergency contacts, and travel documentation
• Use electronic and physical filing systems to maintain systems like new applicants, contact lists, giveaways, etc.
• Follow proper procedures for tracking and managing expenses across Center projects
Support Training Programs
• Serve as the main point of contact for High School Student Internship program
o Develop projects specific to HS Interns
o Mana