Online Administrative Coordinator: We Speak NYC

City of New York Office of the Mayor

Date: 2 weeks ago
City: New York, NY
Contract type: Full time
City of New York Office of the Mayor

Mayor’s Office of Immigrant Affairs (MOIA)
Position Title: Online Administrative Coordinator: We Speak NYC

Job ID Number: 37520

About the Office:

The Mayor’s Office of Immigrant Affairs (MOIA) promotes the well-being of immigrant communities by recommending policies and programs that facilitate successful integration of immigrant New Yorkers into the civic, economic, and cultural life of the City. MOIA is one of the lead agencies for IDNYC, New York City’s successful municipal ID program, and is spearheading a number of initiatives to expand access to justice for immigrant communities. The work of the Office cuts across a broad range of issues citywide—for example, workers’ rights, health equity, and language access—and MOIA works closely with sister cities around the country to promote immigration reform.
The We Speak NYC (WSNYC) program helps immigrant New Yorkers practice speaking English while learning about City Services through volunteer-led community classes using the Emmy Award-winning television show “We Speak NYC.” Classes are held at diverse locations such as public schools, community libraries, and community and faith based organizations. The program is centered on the principle that New Yorkers can work together across ethnic lines to access City resources and solve common problems. In doing so, the program fosters and empowers communities and enhances the public capacity for civic engagement..

About the Role:

MOIA is hiring an Online Administrative Coordinator to advance the goals of the We Speak NYC (WSNYC) program. The position reports directly to the We Speak NYC Director who manages a team of four. MOIA is seeking a self-motivated individual who will work closely with the We Speak NYC team to manage and execute the program’s vision, and support WSNYC’s expansion.
Since the onset of COVID-19, the program has had to readjust its method of service delivery, expanding its remote capabilities to provide online conversation classes via its website. This expansion has helped WSNYC reach thousands of participants, who before, were unable to travel to an organization to join English language classes. The Online Admin Coordinator will assist the WSNYC team to deliver services with a focus on remote formats. However, to ensure the program is meeting the needs of the communities it serves, the Online Admin Coordinator will also assist the team with in-person service delivery. Both program models will include executing hundreds of English conversation classes helping to route immigrant communities and Limited English Proficient (LEP) populations to essential city services, coordinating tech trainings, professional development workshops for educators in the field of ESOL education, creating and offering a constant supply of printed and online ESOL resources for both learners and educators, managing special projects, data reports, workforce development classes, and implementing Plan Beginner to communities in need. The Online Admin Coordinator will take the lead on executing 250+ online English conversation classes annually, serving approximately 5,000 learners per year. The role will additionally lead recruitment and management of over 300 volunteers and 70 partner sites annually, and require communication with community-based organizations, colleges, universities, schools, and other community and education programs to recruit volunteers, English language learners (Ells) and host sites.
This position reports to the Program Director of We Speak NYC.
Primary responsibilities include, but are not limited to:

Program Strategy

Work closely with the We Speak NYC Director to support strategic planning pertaining to administrative and operational needs for an expanding program.

Work closely with the WSNYC team to create volunteer and partner site retention and recruitment strategies online.

Work closely with the WSNYC team to build relationships with and develop the online English language learning capacity of local CBOs.

Work closely with the WSNYC team to support in and update WSNYC facilitator trainings and info sessions.

working with CBOs to build their online capacity and distance learning models, and placing online facilitators,

Program Management

Create and implement effective administrative tools to organize and manage WSNYC conversation classes that addresses multi-level learning needs in the online classroom.

Manage and coordinate online classes, trainings, and webinars.

Coordinate and assist in delivering WSNYC facilitator trainings.

Support all needs of online WSNYC course cycles to ensure successful service delivery.

Manage site & volunteer applications.

Recruit, manage, and place WSNYC volunteers to appropriate online courses.

Coordinate observations of WSNYC classes and check-in phone calls with facilitators.

Manage all WSNYC printed inventory including packaging, shipment, and delivery of WSNYC materials to sites and volunteers.

Ensure all WSNYC materials are available and accessible online.

Support all tech assistance needed to facilitators.

Update website monthly, and as needed.

Organize stakeholder meetings and communicate project status adequately to all participants.

Support hundreds of volunteers and partner organizations to better build out their remote capabilities

Partnership Building

Work closely with WSNYC team to build new partnerships to establish new WSNYC classes, to build program awareness, and establish a stronger ESOL base.

Liaise with external partners, including vendors and program partners.

Data Management

Manage and update WSNYC program data and trackers for classes, partners, and volunteers, into MOIA’s CRM system, dashboards, and other tools used to manage data.

Manage, monitor, and track progress of various projects/ events and handle any issues that arise.

Create and maintain comprehensive project documentation, plans and reports.

Assist with data entry and data quality assurance on a monthly/quarterly basis across multiple program areas.

Synthesize complex information into presentations and reports for various audiences.

Manage information-sharing and analysis.

Other Responsibilities

Supervise interns and fellows, and additional full-time staff as needed.

Assist in preparing project proposals.

Perform additional project tasks for WSNYC, as needed.


Bachelor’s degree in a related field with at least two years of work experience

Strong communication, organizational and interpersonal skills

Strong tech skills and understanding of how to use various online learning platforms

Detail oriented

Highly proficient in Microsoft Office suite

Experience effectively handling multiple priorities and working in a fast-paced environment

Experience managing and recruiting volunteers and partnerships, an asset

Experience managing online platforms and providing tech assistance, an asset

Experience working in public affairs, non-profits, or the government and/or experience with immigration-related issues are assets

Ability to travel in all five boroughs and work outside regular schedule

To Apply:
Please send a copy of your resume, a cover letter, and three (3) references to Candidate Application
New York City Residency Is Required Within 90 Days of Appointment
The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.
The Adams Administration values diversity — in backgrounds and in experiences that is reflective of the city it serves. Applicants of all backgrounds are strongly encouraged and welcomed to apply.
For current job opportunities in the NYC Mayor’s Office visit the Mayor’s Office Job’s Page
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