Administrative Coordinator

2 days ago

New York, New York, United States Phyton Talent Advisors Full time $60,000 - $120,000 per year

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

Event and Logistical Support – 5%

  • Provide logistical and administrative support for special events and initiatives as assigned by the Vice Dean and the AVP for Faculty Professional Development and Engagement.

Administrative Coordination – 35%

  • Manage the day-to-day operations and logistics of a busy academic office.
  • Oversee the calendars of the Vice Dean, the AVP for Academic Appointments and Professionalism, and the AVP for Faculty Professional Development and Engagement.
  • Schedule and confirm meetings, coordinate conferences, make travel arrangements, and prepare and process expense reports.

Office Operations and Communication – 20%

  • Manage office correspondence on behalf of the Vice Dean for Faculty Affairs, including screening and routing calls and inquiries to the appropriate individuals.
  • Maintain office equipment, ensure adequate inventory of supplies, and place supply orders as needed.

Academic Appointments and Personnel Administration – 20%

  • Prepare and submit academic appointment documentation to Payroll, the Provost's Office, and the Human Resources Processing Center following approval by Client Managers.
  • Manage the collection and review of academic personnel renewal letters.
  • Assist with the registration process for short-term visitors and visiting student interns.

Faculty Council Support – 10%

  • Coordinate Faculty Council and Executive Committee meetings, including scheduling, agenda preparation, and speaker coordination.
  • Maintain meeting minutes, manage meeting logistics, and facilitate ballots for Faculty Council voting.

Financial and General Office Support – 5%

  • Handle purchasing and account management in ARC for the Office of Faculty Affairs (OFA) and the Office of Faculty Professional Development and Engagement (OFPDE).
  • Provide general administrative and operational support as needed.

Supervision Received and/or Exercised

  • Reports directly to the AVP for Faculty Professional Development and Engagement.
  • Receives additional supervision from the AVP for Academic Appointments and Professionalism and support from the Assistant Director of Academic Affairs.

Responsibilities for Budget/Assets

  • Process, monitor, and maintain event-related and office purchases.
  • Manage all Accounts Payable transactions and ensure compliance with university policies.

Minimum Qualifications

  • Education:
    Bachelor's degree or equivalent required.
  • Experience:
    Minimum of three years of related experience, preferably supporting high-level academic administrators in a university or academic medical center setting.

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