Administrative Coordinator

SAGE is the world’s largest and oldest organization dedicated to improving the lives of lesbian, gay, bisexual, transgender, queer, and questioning (LGBTQ ) older people. SAGE leads in addressing issues related to LGBTQ older adults. In partnership with its constituents and allies, SAGE works to achieve a high quality of life for LGBTQ older people, supports and advocates for their rights, fosters a greater understanding of aging in all communities, and promotes positive images of LGBTQ life in later years. SAGE fulfills its mission through advocacy, direct services, education, training, and technical assistance programs, locally, nationally, and internationally.

Summary

SAGE is seeking a highly organized and detail-oriented Administrative Coordinator to provide essential support to the Director of International Programs. In this dynamic role, you will play a pivotal role in the efficient functioning of SAGE’s international initiatives, ensuring seamless coordination and communication. These initiatives include the LGBTI Elders Advancing Initiative, the Global LGBTQ IQ Aging Network, and international conference participation and coordination, among other efforts. The LGBTI Elders Advancing Initiative seeks to expand human rights protections and social and economic inclusion for LGBTI older adults around the globe with an initial focus on efforts and local partners in Nepal, the Philippines, Costa Rica, and El Salvador. The Global LGBTQ IQ Aging Network, launched in spring 2023, is an online portal for LGBTIQ aging advocates to share and access information, resources, research, and technical assistance regarding global LGBTQ aging with other organizers, advocates, and community members from around the world.

The Administrative Coordinator – International should be comfortable working independently in a fast-paced environment and have experience implementing administrative projects and systems and working with diverse stakeholders from different cultural backgrounds. This position is an excellent opportunity for those looking to further their experience as an administrative professional while advancing SAGE’s mission of improving the lives of older LGBTQ people around the world.

The Administrative Coordinator – International is a part-time (20 hours per week) position with the possibility of becoming a full-time (35 hours per week) position in the future.

Primary Responsibilities:

• Coordinate, schedule, and participate in team meetings and assist in recording meeting notes, tracking action items, and scheduling follow-ups for our international team and external partners in a timely manner
• Prepare and process expense reporting, including reimbursements, vendor invoices, travel expenses, and credit card reconciliation
• Maintain SAGE’s international contact management system and implement systems for tracking outreach efforts.
• Gather, enter, and update data management systems and work plans to maintain departmental records on international initiatives, including the Global LGBTQ Aging Network and the LGBTI Elders Advancing Initiative.
• Coordinate travel arrangements, accommodations, and logistics for travel events and conference planning
• Manage general inboxes and external inquiries for SAGE’s international team and raise issues to the attention of the Director of International Programs
• Conduct thorough proofreading of documents to ensure accuracy and consistency and implement formatting guidelines to produce polished and professional final documents
• Contribute to SAGE’s communications around international initiatives by supporting SAGE’s communications team and working in close connection with the Director of International Programs; and manage other administrative tasks as needed

Qualifications/Skills:

• Responsible and reliable
• Excellent communication and organizational skills
• Strong interpersonal and problem-solving abilities
• Ability to work in a fast-paced environment and cohesively as part of a team
• Ability to focus attention on all stakeholder needs, always remaining calm and courteous

Required Skills and Competencies:

• Bachelor’s Degree or sufficient experience in administrative roles, preferably supporting international programs or executives.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong written and verbal communication skills
• Attention to detail and a proactive problem-solving mindset.
• Strong organizational skills with an ability to manage and prioritize multiple tasks.
• Excellent computer skills, including MS Office Suite (Excel and Word), Outlook, and Virtual meeting platforms (Zoom and Teams) – and ability to learn other pertinent software systems and databases.
• Ability to work independently as well as be an involved member of the International Team
• Knowledge and/or experience working in LGBTQ communities.
• Demonstrate the ability to deliver culturally responsive services successfully.

Qualifications:

• Bilingual (English/Spanish) is a preferred- but not required – asset

Status: Part-time 20 hours per week
Department: International
Reports to: Director of International Programs
Location: Midtown, NY, or remote
Hourly Rate: $24 – $30 an hour

Equal Employment Opportunity
SAGE is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, ethnicity, creed, color, religion, sex or gender, sexual orientation, gender identity, gender expression, alienage or national origin, ancestry, age, citizenship status, marital or family status, family medical history or genetic information, veteran status, HIV serostatus, military or military discharge status, height, weight, disability or handicap, domestic violence victim status, employment status, socioeconomic status, criminal history or arrest record, sexual or other reproductive health decisions, natural hair or hairstyle, or any other status or characteristic protected by applicable federal, state, or local laws. SAGE is dedicated to this policy, with respect to all matters concerning employment.