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Department Coordinator

Formal Learning | New York, NY | Full Time

Job Description
Sesame Workshop is seeking an entrepreneurial, organized, and perceptive Department Coordinator for the formal learning group. This is a small team dedicated to originating research-based approaches to curriculum and instructional design in order to optimize learning and impact for children and their educators and families. This group’s work entails developing media-enhanced research-based educational content, products, and services aligned to school-based curricula at national and state standards that build on Sesame Workshop’s trusted reputation as an innovator, researcher, and educational media organization. Our products and services are cross-platform – print, interactive digital, linear media.

This Department Coordinator role is a proactive point of contact and connection between team members, internal departments, Sesame’s leadership, and external partners, vendors, and stakeholders. The Department Coordinator is a keen problem-solver. There are three major aspects of this critical role, the third is flexible depending on experience and interests:
  • Administrative management: Organizes and executes clerical and administrative duties –scheduling and time management; expenses and expense management;  analyzes, improves and maintains office processes; issue contracts; implements organizational policies with fidelity. This aspect of the role ensures that the office and team members operate smoothly.
  • Communications and group archivist: Strong written, including social media, and verbal communications skills are required in order to manage and accurately communicate work projects, status, reporting, and client communications. This aspect of the work entails helping the VP & Education Publisher execute and maintain contracts, partnership and vendor files and obligations, and presentations. This area of the role also entails keeping accurate records and helping to manage the media curation-related work.
  • Other: This third aspect of the role is more flexible and can encompass one or more of the following:
    • Education and project-level work, such as copyediting or curriculum review
    • Business and finance support, e.g. project budgets
    • Operations and project management support
Key areas of responsibility include: 
Manages the administrative and clerical project by performing day-to-day functions to keep the VP and team members organized, effective, and acting in accordance to Sesame Workshop policies and procedures.
  1. Motivate others to be organized and inclusive
  2. Ensure timely feedback and results
  3. Manage VP and the group calendars, annualized group and project schedules, and other areas of coordination.
  4. Develop and manage files (efiles and paper)
  5. Lead the processing and preparation of contracts and invoices
  6. Prepare expense report
  7. Manage office supplies, including “swag”
  8. Administer office space and equipment as directed by the facilities and tech ops group
  9. Prepare reports as needed
  10. Support company-wide meetings, special brown bag lunches, as needed or assigned
Communications and Group Archivist: 
Ensures clear and consistent communications within and outside of the organization and acts as the archivist for the group.
  • Represent the voice of the organization and group in written and spoken communications
  • Manage the pipeline communication for the group to the larger organization
  • Provide research and minor writing and copyediting
  • Management of advisors and consultants, as necessary, including “author/advisor care”
  • Work closely with internal and external teams to regularly communicate with partners and vendors
  • Work closely with communications, social media, and events teams to help ensure accurate timelines, feedback, and content
  • Assist in the development of any project-related presentations, documents, and reports
  • Help execute against project-related deliverables, e.g. maintain project files
  • Maintain list of curated media
  • Bachelor’s degree
  • 3 years of office or administrative experience
  • Mastery of all of Microsoft Office Suitedatabase knowledge a plus