Administrative Assistant

New York Institute of Technology•Village of Old Westbury, NY

About The Position

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 120,000 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.

Requirements

Associate’s Degree preferred with 2-3 years Administrative/Office experience or High School diploma with 3-5 year’s Administrative Office experience.
Prior experience overseeing multiple budgets, billing and budget balancing is required
High proficiency with computers and office equipment; ability to use various software including advanced knowledge of Microsoft Office, specifically Excel.
Ability to be professional and maintain confidentiality as directed by FERPA
Excellent organizational skills with attention to detail.
Master multi-tasker with excellent communication skills; ability to express oneself clearly in written and oral communications.
Must be able to work independently and as part of a team.
Genuine desire to meet the needs of others.

Nice To Haves

Prior experience working in a medical school or healthcare field highly preferred.

Responsibilities

Assist department Dean and office peers with routine administrative duties.
Answer telephone and route appropriately; greet department students, visitors and guests; liaison between students and faculty to answer questions and solve problems, as instructed.
Rotate to cover receptionist lunch approximately once a week.
Schedule and coordinate department calendar, meetings and special events, as needed; this position is instrumental in the planning of White Coat, Commencement and Match for the campus.
Take meeting notes, type minutes and distribute as instructed.
Requisition Purchase Orders in Workday system and receive/submit invoices for payment; make purchased on a P-Card and reconcile monthly; assist Dean and other office peers with reconciling their P-Card, as needed.
Assist with department budget and monitor during fiscal year; provide budget updates to Dean and department directors. There are 7-8 budgets for this department.
Make travel arrangements and type itinerary for department staff, as needed.
Keep inventory and order supplies and promotional items, as needed.
All other duties as assigned