Administrative Coordinator, IT

| New York, NY, USA | Hybrid
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The Child Mind Institute is seeking a highly skilled and dependable individual to join our team as an IT Administrative Coordinator.
Reporting to Chief Information Officer, this is a non-exempt, full-time position located in our NYC headquarters office. We offer a competitive salary and benefits.
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), paid parental leave, dependent care, and flexible work schedules, paid parental leave, dependent care and discounted tickets and entertainment perks programs. For more information about our benefits, please visit our employee benefits website.

  • Serve as the primary point of contact for internal and external parties on all matters connected to the CIO. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CIO's preferences and organization policy.
  • Effectively and efficiently manage full calendars including the coordination of complex executive meetings. Requires interaction with both internal and external executives and assistants, as well as consultants, and will include logistics and catering at times. Make judgments and recommendations to ensure smooth day to day engagements.
  • Work closely with and keep the CIO well informed of upcoming commitments and responsibilities, following up appropriately. As needed, research, collect and analyze information in advance to assist with decision making. Prioritizes tasks that require attention from the CIO and/or the CIO leadership team, as directed by the Office of the CIO.
  • Provide the CIO with collected and prepared materials for meetings and phone calls; liaise closely with others to ensure efficient workflow.
  • Compose and prepare correspondence on behalf of the CIO and other members of the IT leadership team as needed.
  • Provide the CIO with a daily briefing to keep aligned and organized on a day-to-day basis and provide CIO with a "to-do list" of any outstanding items or materials that need to be reviewed in preparation for the next day or need higher prioritization.
  • Design and produce complex documents, reports, and presentations.
  • Build and maintain relationships with internal and external stakeholders.
  • Coordinate communication with vendor and internal stake holders in project scoping and basic vendor management.
  • Maintain contact lists.
  • Develop and maintain systems and business processes to ensure the seamless execution of special projects and strategic initiatives.
  • Continuously look for ways to improve efficiency of day-to-day tasks.
  • Make travel plans for the CIO, book travel (domestic and international), prepare itineraries.
  • Manages invoices and subscriptions, prepares pay orders, reconciles expenses, tracks expenditures, fiscal data entry, and organizes vendor documents.
  • Ingest IT invoices into ERP / Check request process and properly GL the invoice/expenses.
  • Submits credit card and travel-related requests, prepares travel itineraries, and travel meeting agendas, prepares briefing materials, and reconciles travel expense reports, in a timely fashion.
  • Supports the Chief Information Officer with all necessary in-office administrative tasks, including meeting logistics, setting up video conferencing or presentation equipment, taking meeting minutes, managing guests, and storage space for the IT department.
  • Supports the Director of IT Operations to create and maintain Standard Operating Procedures (SOPs) for all administrative and budget management-related processes. Serves as a backup to the Quality Assurance Manager, when needed.
  • Assist with special projects and additional duties as assigned by the CIO.
  • Liaise and collaborate with IT Quality Assurance Manager.
  • Handle sensitive information with discretion and maintain a high level of confidentiality.


  • Bachelor's degree in computer information systems or business administration or relevant equivalent.
  • Minimum of 4 years' working experience in an IT Department.
  • Strong interpersonal, communication, attention to detail, organizational, and customer service skills.
  • Efficient time management skills to prioritize tasks and meet deadlines.
  • The ability to handle multiple responsibilities and adapt to changing priorities.
  • Understanding of, and investment in, the organizational processes, structures, initiatives, projects, and priorities.
  • Excellent judgment, critical thinking, and creative problem-solving skills, including conflict resolution.
  • Ability to maintain a high degree of initiative, dependability, and the ability to be productive in an autonomous environment.
  • Professional demeanor and attitude.
  • Self-starter and team player able to establish and maintain effective working relationships.
  • Passion for the Child Mind Institute's mission.

Special Considerations:
Please upload your CV and cover letter during the application process. Only applications with a cover letter will be considered.
The Child Mind Institute is an equal opportunity employer and does not discriminate in employment based on race, religion (including religious dress and grooming practices), color, sex/gender (including pregnancy, childbirth, breastfeeding or related medical conditions), sex stereotype, gender identity/gender expression/transgender (including whether or not you are transitioning or have transitioned) and sexual orientation; national origin (including language use restrictions and possession of a driver's license issued to persons unable to prove their presence in the United States is authorized under federal law [Vehicle Code section 12801.9]); ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age (40 and over), sexual orientation, military or veteran status, or any other basis protected by federal, state or local law or ordinance or regulation.

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Technology we use

  • Engineering
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  • Sales & Marketing
    • JavaLanguages
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    • PythonLanguages
    • RLanguages
    • SqlLanguages
    • ReactLibraries
    • React NativeFrameworks
    • MySQLDatabases
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101 E 56th St, New York, NY 10022

What are Child Mind Institute Perks + Benefits

Volunteer in local community
Flexible work schedule
Remote work program
Hiring practices that promote diversity
Health Insurance + Wellness
Flexible Spending Account (FSA)
Disability insurance
Dental insurance
Vision insurance
Health insurance
Life insurance
Pet insurance
Wellness programs
Financial & Retirement
401(K) matching
Child Care & Parental Leave
Childcare benefits
Generous parental leave
Family medical leave
Fertility benefits
Vacation + Time Off
Generous PTO
Paid holidays
Paid sick days
Bereavement leave benefits
Office Perks
Commuter benefits
Company-sponsored outings
Professional Development
Job training & conferences
Promote from within

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