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Administrative Coordinator

4 weeks ago

New York, United States Phyton Talent Advisors Full time

Our Client a well known University is seeking an Administrative Coordinator in their New York, NY Location


Responsibilities:

o Initiate and process invoices, check/wire requests, expense reports, internal transfers

o Initiate and process requisitions, purchase orders, and change orders

o Oversee the vendor creation process, communicating clearly and proactively with vendors to guide them through the setup process, and collaborating with departments as needed to resolve issues

o Reconcile P-Card purchases and monitor and verify other transactions


Office Operations:

o Act as first point of contact for visitors and for those reaching out to the Institute by phone and online, directing guests and exercising discretion to escalate requests as appropriate.

o Manage and oversee office operations, including monitoring supply inventory, utilizing independent judgement to purchase supplies, and maintaining office equipment in good working order

o Oversee and enhance the process for conference room reservations and requests; coordinate facilities and maintenance requests as needed.

o Responsible for technology setup for meetings and events, with comprehensive understanding of the utilized technologies.

o Manage event planning for select on-site conferences and meetings, including room/venue reservations, catering, and coordinating event set up and breakdown.


Staffing and staff support:

o Support the Office Manager and Chief of Staff in all phases of the recruiting and hiring process, including developing and revising internal and external job postings, gathering and managing candidate information and materials, and helping to coordinate the on-boarding process.

o In coordination with the Office Manager, co-manage Institute calendars thinking through how best to optimize efficiency.

o Provide high-level support to the Office Manager and Chief of Staff, including researching, writing, and proofreading correspondence, presentations, memoranda, and other reports

o Provide support to full Institute staff for Institute-related travel planning and arrangements; provide policy information and user guidance for Concur travel and expense reports; act as Concur initial reviewer

o Troubleshoot routine issues relating to office equipment, IT, and University systems; escalate issues using independent judgment


Minimum Qualifications:

Bachelors degree or equivalent in related experience required, 2-4 yrs of related work experience


Preferred Qualifications/Other Requirements

Demonstrated facility with systems and related policies, including ARC, FDS, FinSys, Budget Tool, PAC, Concur, and Payment Works