Membership and Office Coordinator

Job Description

Job Description

Educational Alliance (EA), one of New York City’s original settlement houses, was founded in 1889 to offer educational, social, and cultural services to Jewish immigrants arriving to the Lower East Side. Today, EA is a proudly Jewish institution that partners with diverse communities throughout Lower Manhattan. We provide New Yorkers with high-quality, transformational programs that enhance their well-being and socio-economic opportunities, reflecting our belief that everyone in our city should be given the tools to thrive.

Sirovich Center for Balanced Living / Project Ore is a diverse and warm community center focused on serving active and engaged older adults. The Membership and Office Coordinator supervised by the Assistant Director to execute membership goals and will be directly responsible for the management of all data and processes as it relates to program activities and compliance requirements. The Membership and Office Administrator needs to provide a consistent, warm, and welcoming client experience, while also being able to adapt quickly to changes and problem solve with the team. The incumbent will oversee the logistics of all member engagement operations and events, including classes, field trips, meetings, and other events/programs. As the Office Administrator, the incumbent will also provide administrative support to the daily operations of the Sirovich Center for Balanced Living including performing health screenings for all in-person events, managing attendance sheets, and assisting with maintenance and organization of our newly renovated offices.

We are seeking a part-time Membership and Office Coordinator who will provide administrative support and assist in the maintenance of Sirovich Center for Balanced Living's day-to-day operations.

RESPONSIBILITIES

Member Engagement

• Respond to email, phone, and in-person inquiries regarding member activities and resources available for older adults; share information and referrals with members, staff, and community partners as needed;

• Distribute and collect member applications and issue membership cards and materials to new members;

• Listen to members concerns, requests, and recommendations, ensure information is communicated to the appropriate staff member, and follow through as needed;

• Assist with unexpected disruptions and/or changes in program activities, such as last-minute pop-up events or changes, instructor absences, inclement weather, and other unexpected changes by providing updates to our community, appropriate staff members and coordinating coverage as quickly as possible;

• Assist with research, promotion, organization, and coordination of program activities.

Office Administration

• Register new members and maintain online membership and attendance database while preserving the confidentiality

• Collect and record current, new and potential member information, including attendance in activities; • Generate activity attendance sheets and input attendance data into appropriate database systems; • Generate reports for the Department for the Aging, FRD needs, and program review as needed; • Assists Director with locating and compiling records for DFTA program and nutrition audits; • Compile daily service data for monthly service summaries; • Maintain an organized and accessible filing system; • Maintain inventory of program and office supplies.

Financial Administration

• Collect and monitor contributions, membership fees and other donations; • Balance receipts, reconcile petty cash, and deliver bank deposits; • Ensure that expenses and income are coded properly for reporting purposes; • Utilize internal systems, such as Nexonia, to complete purchase orders, check requests, and petty cash.

Other

• Assist in the management of office volunteers in assigned tasks, including member services, data entry, and membership registration; • Seek new ways to enhance efficiency, identify areas for improvement and advise on the best course of action with program and support departments; • Perform special projects and other related duties as assigned.

QUALIFICATIONS

• Two or more years of office administration experience

• Experience, compassion, and ease working with older adult generation

• Experience with PeerPlace/STARS and/or similar database systems

• Experience handling petty cash and bank deposits

• Proficiency in Microsoft Office and database management

• Ability to work in high-pressure environment autonomously; problem solver and collaborator

• Self-motivated, detail-oriented, extremely organized, and ability to manage multiple projects

• Strong interpersonal skills and commitment to a high level of customer service

• Ability to demonstrate excellent judgment and discretion in dealing with confidential and sensitive information

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the position

EEO Info

Educational Alliance is an equal opportunity employer and does not discriminate in hiring or employment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, marital status, disability status, veteran status, or any other characteristic protected by applicable federal, state, or local law.

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