Office coordinator

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About The New York Academy Of Sciences

The New York of Academy of Sciences is an independent, not-for-profit organization that since 1817 has been committed to advancing science for the benefit of society. With more than 20,000 Members in 100 countries, the Academy advances scientific and technical knowledge, addresses global challenges with science-based solutions, and sponsors a wide variety of educational initiatives at all levels for STEM and STEM related fields. The Academy hosts programs and publishes content in the life and physical sciences, the social sciences, nutrition, artificial intelligence, computer science, and sustainability. The Academy also provides professional and educational resources for researchers across all phases of their careers. Please visit us online at  (

JOB TITLE: Part-Time Office Coordinator

DEPARTMENT: Shared Services

REPORTS TO: SVP, Operations

Summary

The Part-Time Office Coordinator plays a key role in maintaining a safe, organized, and welcoming environment for staff, visitors, and vendors. This position supports daily office operations, ensures essential facilities functions are performed, and serves as the first point of contact for guests. The ideal candidate is dependable, detail-oriented, and comfortable balancing routine tasks with occasional urgent needs.

Essential Duties

Office Operations & Safety

• Conduct and log floor checks to ensure a clean, safe, and functional workspace.
• Monitor lobby activity and provide a security presence, maintaining awareness of emergency call procedures and utilizing them if required.
• Serve as the volunteer Fire Warden, assisting with emergency preparedness and response.
• Communicate with the property manager to report and resolve any building or floor issues.
  
  

Visitor & Vendor Coordination

• Event guest management
• Connect with onsite vendors, accept messenger and catering deliveries, record relevant information, and promptly notify recipients.
  
  

Facilities & Supplies Management

• Restock and maintain the pantry daily and ensure all office supplies are properly stocked and organized.
• Maintain the overall appearance of the office to ensure it is always presentable for guests and staff.
  
  

Storage Oversight

• Maintain inventory of supplies and ensure the space remains organized.
• Log, sort, and distribute incoming mail and packages in a timely manner.
  
  

General Responsibilities

• Maintain a clean, safe, and welcoming office environment for staff, visitors, and vendors.
• Serve as the primary onsite contact for visitors, deliveries, and vendors, ensuring smooth daily operations.
• Monitor building safety and security, including emergency preparedness procedures.
• Oversee inventory and organization of office supplies, pantry items, and mailroom materials.
• Coordinate incoming and outgoing mail and packages, ensuring timely distribution.
• Communicate with the property manager and external vendors to address maintenance and operational needs.
• Support special projects and other tasks assigned to ensure efficient office operations.
  
  

Supervisory Responsibility

None

Requirements

• Previous experience in office coordination, facilities support, or administrative operations.
• Strong organizational skills and attention to detail.
• Excellent interpersonal and communication skills with a customer-service mindset.
• Ability to manage multiple tasks efficiently and work independently.
• Basic proficiency in Microsoft Office Suite, Google Workspace, or similar office tools.
• Experience working in a nonprofit or mission-driven environment
  
  

Work Schedule

The Academy operates during standard business hours Monday through Friday from 9am-5pm. Part-Time scheduling of approximately 20 hours per week, 3–4 days per week required.

Physical Requirements

This role involves light to moderate activity, including standing, walking, bending, and occasional lifting of supplies or packages (up to 25 lbs).

Compensation & Benefits

Salary: $20,00 -$25.00 per hour. This is Part-time, non-exempt position.

In addition to salary, part-time employees may be eligible to participate in retirement plans, and receive benefits such as prorated paid time off and those required by law.

How To Apply

Applications must include a resume, cover letter and salary requirements.

Equal Employment Opportunity Statement

The New York Academy of Sciences is an Equal Opportunity Employer and is committed to compliance with all applicable federal, state, and local employment laws. We prohibit discrimination in all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and termination, on the basis of any legally protected characteristic. This includes, but is not limited to, actual or perceived race, color, creed, religion, national origin, sex, gender identity or expression, sexual orientation, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by law.

The Academy is also committed to making good faith efforts to recruit applicants from a wide range of backgrounds, experiences, and perspectives, including those historically underrepresented in the sciences

Reasonable Accommodations

The Academy is committed to providing reasonable accommodations to qualified individuals with disabilities and applicants with disabilities throughout the recruitment and employment process, in accordance with the Americans with Disabilities Act (ADA) and other applicable laws. If you need assistance or accommodations during the application or interview process, please contact Human Resources at [email protected]

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If you have questions about this posting, please contact [email protected]