Job Title: Office Coordinator
Career Opportunity at the Alfred P. Sloan Foundation
Alfred P. Sloan Foundation
The Alfred P. Sloan Foundation is a philanthropic, not-for-profit grantmaking institution based in New York City. Established in 1934 by Alfred Pritchard Sloan Jr., then-President and Chief Executive Officer of General Motors, the Foundation makes grants in three broad areas: direct support of research in science, technology, engineering, mathematics, and economics; initiatives to increase access and opportunity in graduate science education; projects to develop or leverage technology to empower research; and efforts to enhance and deepen public engagement with science and scientists.
Position Overview
The Office Coordinator plays a critical role in office operations and works on-site Monday – Thursday at the Foundation’s office located in Rockefeller Center, New York City, and remotely on most Fridays. This is an ideal entry point for someone eager to build a career in operations — you’ll gain broad exposure to administrative operations, HR support, and board-level event logistics. The role rewards people who are proactive, highly organized, and take pride in keeping things running smoothly without being asked.
The Foundation offers a generous benefits package. The salary range for this position is $68,000 - $75,000.
Duties and Responsibilities
Office operations and reception
- Serve as the primary point of contact for staff needs and general inquiries; ensure the reception area is staffed and welcoming during all business hours.
- Manage incoming calls, greet visitors, and register guests with building security.
- Handle all incoming and outgoing mail and deliveries; sort, route, and notify recipients promptly.
- Keep common areas organized, operational, and presentable at all times.
- Order and restock office supplies, copy room materials, and pantry items.
- Maintain and troubleshoot on-site equipment (copiers, coffee machines, refrigerators).
Events and meeting logistics
- Coordinate logistics for the weekly senior staff meeting — catering, Zoom links, and attendance tracking.
- Plan and execute on-site logistics for three Board of Trustees Meetings a year, including catering, scheduling and training waitstaff, and ordering supplies.
Vendor and facilities management
- Maintain productive relationships with external vendors including building management, security, repair contractors, caterers, and suppliers.
- Serve as a primary contact with building property management on operational matters as needed. Ensure that all vendors are compliant with building rules and regulations.
Finance and administration
- Collect receipts for purchases, process incoming invoices, and reconcile credit card statements.
- Draft, mail, and file grant proposal declination correspondence.
- Maintain a routine account of current activities, tasks, and projects for the Administrative Team.
HR support
- Assist the Director of Human Resources and Administration with HR activities as directed.
- Support full-cycle recruitment logistics: posting vacancies, screening resumes, and scheduling interviews.
- Coordinate welcome and farewell events for new hires and departing staff; provide onboarding instruction on administrative procedures.
Safety and emergency preparedness
- Manage front door locking schedules and alert staff to local events that may affect building security.
- Maintain emergency Go Bags, register security access cards, conduct monthly AED checks, and coordinate annual fire extinguisher inspections.
Qualifications
- 2–3 years of relevant work experience
- Highly organized and detail-oriented
- Strong time management and multitasking ability
- Proactive self-starter who communicates openly
- Clear written and verbal communication skills
- Comfortable with accountability
- Reliable and punctual
- Proficiency in MS Excel, Word, and Outlook