Administrative Assistant Jobs

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 seeks an Administrative Assistant for our Capital Planning & Facilities department at our Long Island campus. Reporting to the Director of Operations, the Administrative Assistant will help support the facilities department. Responsibilities inlcude:

• Follow up with Facilities Operations staff on an as requested basis.
• Organize, coordinate, input and process payroll activities for Facilities Operations staff on a regular basis using manual and University software systems.
• Reconcile departmental P-Cards upon request. T
• Maintain facilities operations trades attendance calendar.
• Manage electronic/paper files and filings for the Department.
• Create and track requisitions, purchase orders, vendor orders and P-card orders.
• Perform other related duties and projects as assigned.
• Coordinate, track and process all procurement documentation, quotes, work tickets and invoices against purchase orders and accounts payable activities.
• Prepare purchase requisitions for Long Island & New York City campuses for all facilities operations departments including operations, grounds, cleaning and security either by paper or electronic means.
• Handle customer phone calls, including complaints, and distribute calls and emails to the different Facilities Operations staff for remediation.
• Track received orders and distribute items, as they are delivered.
• Maintain proper inventory of office supplies and reorder supplies as required.
• Generate, distribute, close and follow-up on all Facilities Operations work order requests using NYIT’s work order system for the Long Island and New York City campuses.
• Perform routine office functions, including maintenance of calendars for Operations, Real Estate, Design & Construction and PMO offices as well as sending mail, email and general correspondence in a timely manner.

Qualifications

Detail oriented and ability to work unsupervised on assigned tasks.

Excellent verbal and written communication skills.

Proficiency In Performing Routine Office Functions Is Required.

Familiarity and experience with procurement and payroll paperwork and related systems is required.

Proficiency with standard business applications, e.g., shipping receipts, work tickets, invoices, statements, purchase orders, and record keeping, e-mail, document processing, spreadsheets, and is required.

Demonstrated ability to keep deadlines and successful delivery is required.

Experience and ability to interact with all of campus community is required. Ability to work in high pressure situations, including satisfying and keeping a professional demeanor with customers.

Demonstrated proactive approach and self-initiative is a strong plus.

Previous experience in a higher education environment is strongly desired.

Excellent Oral And Written Communication Skills And Are Required.

Proficient utilizing Microsoft Office software, work order software systems and have an ability to learn/use NOVAtime/Oracle Employee Timesheet software.

Excellent verbal and written communication skills.

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 $45,000.00/Yr.

Maximum Salary

USD $45,000.00/Yr.