Office Coordinator for Regional Adult Education Network

Job Description


Position:                       Office Coordinator, Regional Adult Education Network

Division:                       Education and Interactive Services

Reports To:                   Director, Regional Adult Education Network

Classification:                Full-Time, Non-Exempt

Hours:                          8:00am – 5:00pm


Note: This position is grant funded from October 2014-September 2019 and contingent on future funding grants past the end date.


Duties Include:

  • Assist Director in coordinating trainings/workshops and project workflow.  Plan corresponding time frames and processes for implementation with Director.
  • Maintain online and local databases and records of participants, agencies, trainers, training locations, etc.
  • Facilitate communication between Adult Education Network and participating agencies through online newsletter, email and phone contacts.  Regularly deal with confidential information.
  • Schedule and facilitate arrangements for trainings/meetings; including reserving facilities and negotiating hospitality contracts, publicizing trainings through email and website, coordinating online registration, invoicing participants/agencies, taking and transcribing meeting minutes, and processing payments, sign-in sheets and evaluation forms.
  • Provide customer service and arrangements with contract trainers: Prepare materials for training: collect necessary materials from trainers, make copies, prepare folders, and organize necessary materials and equipment for specific trainings.
  • Provide updates for RAEN website using appropriate web tools.
  • Attend trainings and workshops to supervise registration and facilitation, including some evening and weekend events, as needed.
  • Collaborate with staff members of WXXI, to maintain and enhance our services.
  • Provide technical assistance for implementation and maintenance of computers programs, e.g. courseware and other online media systems. Set up and back up tablets and laptops for trainings.
  • Collect, input into databases and file evaluations and summarize evaluations for Director, trainers and NYSED.
  • Maintain files and office inventory; order supplies.
  • Prepare purchase orders in INTACCT accounting software. Monitor budgets and track billing as auditable files.
  • Assist Director in the creation of newsletters, e-news, website updates and monthly and annual reports to WXXI and New York State Education Department.
  • Participate in appropriate station events.
  • Other divisional duties, as assigned.



Required: Associate degree or equivalent and a minimum of two years office experience, preferably in an educational or customer service environment. 


Strong work ethic, ability to work with a team and excellent organizational skills required.  Initiative, creativity and a faculty for problem-solving and working to ensure successful training events.  Neat, accurate and precise in detail work. Strong computer, proofreading and writing skills. Full proficiency in MS Word, MS Excel, MS Access,

MS Publisher, PowerPoint and use of the Internet. Use of Google Docs a plus. Basic form based website update, and maintenance and updating experience necessary.  Ability to deal effectively with the customers, and to determine and manage a variety of tasks. Database input-management and experience with tracking budgets and billing.  Excellent customer service experience.  Enterprising, energetic, enthusiastic, flexible and willing to undertake new challenges.  Prior experience with event management and coordination a plus.  Valid NYS Driver’s License.

PROBLEM SOLVING:  Perform duties to assist the Education & Interactive Services team which requires coordinating, prioritizing, working independently and meeting deadlines.

PHYSICAL REQUIREMENTS:  Ability to operate office equipment such as computer, fax, laptops, projector/interactive smart board and copy machines, and coordinate mailings.  Ability to lift 30 lbs.

Qualified applicants should submit their cover letter and resume to: or WXXI, Attn: Human Resources, 280 State Street, Rochester, NY 14614. 

WXXI is an equal opportunity employer committed to excellence through diversity. (EOE)