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Part-Time Office Coordinator

 

The Human Resources and Office Administration department seeks a part-time Office Coordinator to provide high-quality and timely support to the work of Jazz at Lincoln Center. The Office Coordinator will work 20 hours per week to ensure smooth operations of the office and administrative functions. Reporting to the Vice President, the Coordinator will serve as the day-to-day point of contact for JALC staff members, vendors, and service technicians to address administrative needs. The role requires superior organizational skills, sound judgment, a sense of urgency, and ability to balance multiple projects. The Office Coordinator must also be punctual, cordial, service-oriented, and able to handle a high volume of internal and external communication with grace, diplomacy and tact.

Responsibilities

  • Serve as the day-to-day point of contact for Jazz at Lincoln Center staff members’ administrative and facilities needs, addressing questions and concerns regarding office services matters
  • Communicate with vendor representatives, service technicians, and contractors by phone and in person to ensure JALC’s needs are met.
  • Regularly check conference rooms and premises for tidiness or any areas of concern which may need to be addressed promptly.
  • Closely monitor inventory of office, kitchen, and mailing supplies, and order replenishments as needed.
  • Coordinate with staff, Office Administration, building management and outside parties to fulfill office services needs such as off-site storage, large deliveries, and/or repairs to communal area copy machines.
  • Receive — and catalogue as needed — daily delivery of FedEx, UPS, USPS, and various messenger items. Scan packages into system and sync handheld delivery scan unit with desktop package tracking software.
  • Ensure Copy Room is properly stocked and arranged. Assist staff in locating Copy Room items when needed.
  • Manage postage machine’s supply inventory and daily balance, adding funds as needed and generating Funds Summary Report for Finance department.
  • Inform staff of JALC Office Administration’s standard operating procedures (SOPs) and safety policies, and ensuring they are observed.
  • Assist as necessary with conference room conversions; minor maintenance such as hanging pictures, moving bookshelves, updating bulletin boards, changing light fixtures, etc.
  • Regularly review confidential fax inbox located in 3CC Copy Room’s copier. Print and clear any stored faxes, placing printouts into corresponding mailboxes.
  • Process outgoing mail, place incoming mail in corresponding inboxes, prepare pantry (coffee, restock pantry items), and other related tasks.
  • In absence of Office Associate, review and approve conference room requests in Outlook, contact offsite storage, and other related front desk tasks.
  • Restock common area copy machines with toner supplies as needed, and package and ship used toner for off-site recycling.
  • Perform general clerical duties including but not limited to photocopying, faxing, and filing.
  • Address other administrative workflow issues as needed.

Qualifications

  • High school diploma or equivalent required.
  • Must be reliable and punctual with a positive, hands-on attitude.
  • Excellent customer service skills are necessary.
  • Working knowledge of Microsoft Office Suite.
  • Superior interpersonal skills and phone etiquette coupled with the ability to handle challenges or difficult situations with diplomacy and tact.
  • Ability to consistently maintain a professional and respectful manner in the workplace.
  • Must be able to lift up to 25 pounds.

Hours

  • Mondays through Fridays


Interested applicants should send a cover letter and resume to careers@jazz.org. Please include how you heard about the position in your cover letter and write Office Coordinator in the subject line. Due to the large volume of applications we receive, we will only be able to contact those who are being most actively considered for a position.



Those who are offered a position with Jazz at Lincoln Center will be required to provide written confirmation of a completed COVID-19 vaccination as a condition of employment.

To assist any individual who is unable to be vaccinated because of a medical condition or who objects to being vaccinated on the basis of sincerely held religious beliefs and practices, JALC will engage in an interactive process to determine if a reasonable accommodation can be provided, so long as it does not create an undue hardship for the JALC and/or does not pose a direct threat to the health or safety of others in the workplace and/or to the employee. To request an accommodation, please notify JALC Human Resources in writing at ReasonableAccommodations@jazz.org.



Jazz at Lincoln Center is an equal opportunity employer.


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