Office Administrator Office of The President

3 weeks ago

New York, United States Rockefeller University Full time

Organization Overview: Led by Dr. Richard P. Lifton, as The Rockefeller University’s 11th president, the Office of the President (OoP) supports activities to advance the University’s mission, science for the benefit of humanity. Overview:
Reporting to the Executive Vice President (EVP), this position serves as a foundational member of the office by providing high-level administrative support to ensure the efficiency of the day-to-day management of the office.

**Responsibilities**:
Responsibiliites include, but are not limited to the following:

- Manage and maintain a complex calendar for the EVP and ensure EVP has all relevant materials in advance of meetings and engagements.
- Arrange all travel and prepare detailed itineraries for University President. Provide back-up calendar support to University President as needed.
- Identify and develop systems to facilitate the smooth functioning of the office and the implementation of organizational objectives. Develop and maintain tracking systems for the coordination of projects. Maintain office inventory and coordinate technical support for the team. Serve as liaison to external vendors; receive deliveries.
- Greet visitors in a welcoming and professional manner; respond to requests from all constituencies. Provide smooth communication between the office and internal departments.
- Interface with senior University officials on a regular basis. Arrange complex meeting schedules for visiting faculty; prepare and communicate itineraries.
- Assist with preparing presentation/meeting materials; research and maintain contact information; and prepare letters using templates and mail merges.
- Support and reconcile financial activities for the office, including the management of credit card(s), accounts payable requests, check requests, and travel and expense reports.
- Assist with planning, organizing, and running academic meetings and events, including setup, catering, audio/visual, and confirming attendees.
- Perform other duties and special projects as assigned.

Qualifications:
**REQUIRED**:

- Bachelor's degree and/or its equivalent required plus a minimum of three (3) years of related support experience required.
- Proficiency in Microsoft Office is essential.
- The applicant must be able to balance multiple assignments and be able to work independently and collaboratively with team members and other university colleagues.
- The applicant must be well-organized and detail oriented. Excellent oral and written communication skills, including a high level of attention to detail and active listening skills. Strong interpersonal skills and ability to handle confidential information with excellent judgment and discretion required. Demonstrated ability to set priorities and work with diplomacy and efficiency in a high-demand, dynamic environment. Must have a passion for excellent customer service and commitment to exceptional quality.
- Position requires in-person office attendance five (5) days per week.

**PREFERRED**:

- Prior experience in a not-for-profit, higher-ed institution or similar environment preferred.

The salary of the finalist selected for this role will be set based on various factors, including but not limited to organizational budgets, qualifications, experience, education, licenses, specialty, and training. The hiring range provided represents The Rockefeller University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Compensation Range: Min: USD $70,000.00/Yr. Compensation Range: Max: USD $85,000.00/Yr.

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