Administrative Assistant (De Seversky Mansion)

New York Institute of Technology's six schools and colleges offer undergraduate, graduate, and professional degree programs in in-demand disciplines including computer science, data science, and cybersecurity; biology, health professions, and medicine; architecture and design; engineering; IT and digital technologies; management; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education founded in 1955, it welcomes nearly 8,000 students worldwide.

The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world. More than 112,000 alumni are part of an engaged network of physicians, architects, scientists, engineers, business leaders, digital artists, and healthcare professionals. Together, the university’s community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future.

For more information, visit nyit.edu .

Responsibilities

New York Institute of Technology's deSeversky Mansion seeks an Administrative Assistant to assist and support the Dining Services department at our Long Island campus. Reporting to the Sales & Events Manager, the Administrative Assistant will be responsible for the following:

• Collect and process any and all event deposits and verify that all monies are collected from clients in a timely manner, as well as in adherence to contractual guidelines.
• Work a flexible schedule including weekends and some nights.
• Maintain file system and organize all proposals, contracts, payments, events details and invoicing files.
• Confirm all scheduled appointments and relay details to guests visiting the mansion.
• Handle call and email inquiries.
• Greet prospective guests
• Offer basic sales information to event inquiries by phone and email.
• Submit all facilities requests in a timely manner.
• Assist Director of Campus Dining and Director of Dining Services with invoicing reconciliations.
• Order Kosher meals as needed.
• Follow daily work plans and tasks as created through reminders in the property management program.
• Other duties as assigned.
• Add client information for events to management program including but not limited to menus, floor plans, details, dietary restrictions and meal orders.
• Use the property management program to answer general questions in regards to scheduled events including but not limited to vendor deliveries, date availability, etc.
• Set up appointments for Sales Team at Team’s discretion.
• Manage office supplies needs for mansion and place orders when needed.
• Use the Oracle database system to insert all requisitions for purchase orders, attach all invoices to the PO, and submit to accounts payable for payment.
• Screen and record event inquiries through the property management software.
• Pull weekly sales projections and actuals and provide to managers for analysis.
• Process daily deposits, complete daily spreadsheet and send to Accounting Department.
• Print event menus and station signs weekly for events.
• Handle NYIT events coordination with guidance of Sales.

Qualifications

• Experience within a catering or campus dining environment as an Administrative Assistant strongly preferred.
• Excellent communication and listening skills.
• Advanced computer skills including word processing, spreadsheets, desktop
• Publishing and brand property Management Systems.
• Bachelor’s Degree required.

New York Institute of Technology offers numerous opportunities to enhance personal and professional growth and provides employees with a competitive compensation and benefits program inclusive of generous paid time off, holidays, tuition remission, and retirement plans with employer contributions.

New York Institute of Technology is an Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Other Information

In compliance with local legislation as well as to provide greater transparency to candidates, the annual base salary range for this position is listed. New York Tech considers factors such as (but not limited to) scope and responsibilities of the position, candidate experience/expertise, education/training, key skills, geographic location, internal peer equity as well as market, organizational considerations and/or applicable collective bargaining agreement when extending an offer.

Minimum Salary

USD $40,000.00/Yr.

Maximum Salary

USD $47,000.00/Yr.