Operations and Administrative Assistant

New York Genome Center•New York, NY

1d•$50,000 - $64,000•Onsite

About The Position

The Operations and Administrative Assistant manages reception and provides operational, administrative, and general office support to the New York Genome Center. Reporting to the Office Manager, Facilities, the position supports multiple teams and handles varied tasks assigned by colleagues across organizational functions and levels. The role provides front-desk and visitor support, assists the Facilities team with office operations, supports internal and external events, maintains administrative records and insurance documentation, responds to employee requests, and coordinates office moves and staff relocations. It also manages security badges and access records, keys, parking assignments, supplies, travel arrangements, and related office processes. The position is onsite at 101 Avenue of the Americas, Monday through Friday, from 8:30 a.m. to 5:30 p.m.; occasional evening and weekend work may be required.

Requirements

Undergraduate degree required.
Excellent competence with computers and modern communication tools.
Proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint) for Macintosh.
Proficiency with GSuite (Gmail, Google Calendar, Google Docs, and Google Sheets).
Ability to lift up to 50 pounds.
Excellent verbal and written communication skills and exceptional interpersonal skills.
Ability to work independently on assigned tasks and accept direction on assignments.
Exceptional time-management and organizational skills, including the ability to balance competing priorities.
Ability to anticipate needs and take action without detailed direction for routine responsibilities.
Ability to work onsite; the position is not eligible for remote or hybrid work.

Responsibilities

Provide professional front-desk support and serve as the primary contact for visitors and general inquiries.
Answer, screen, and transfer incoming telephone calls; respond to general inquiries; and take and retrieve messages.
Enter visitors in the building security system and receive, sort, and distribute incoming mail.
Coordinate pickup and delivery of express mail services and maintain an organized, welcoming reception area.
Provide operational and administrative support to the Facilities team and assist with internal and external events.
Liaise with the events team and porters regarding event setup and takedown, and assign porters to clean up internal meetings.
Draft documents, letters, and presentations; proofread and manage compare, redline, and track-changes work; and perform filing, scanning, and record keeping.
Handle incoming communications, including email, phone calls, mail, and fax, and track required actions and due dates.
Maintain the certificate of insurance tracking spreadsheet, monitor expiration and renewal dates, follow up with vendors for updated certificates, and maintain required documentation.
Serve as the primary contact for employee requests and general office questions, and respond to and close assigned JIRA tickets promptly.
Partner with IT and HR to manage and implement office moves and staff relocations, including moving staff, furniture, and scientific equipment and installing, repairing, or removing equipment, fixtures, appliances, and utilities.
Escalate damage, security, and other issues to the Senior Manager, Facilities & Office Management as needed.
Order supplies and maintain inventory and expense records.
Reconcile Concur expenses as appropriate.
Make travel arrangements and register staff for conferences.
Assist with new-hire desk assignments and oversee parking space assignments.
Create internal security ID badges and assign access; deactivate building IDs as requested and update the active-ID list quarterly.
Provide card-access reports as needed to the Director, Facilities, EHS, and Compliance.
Manage the lockbox key cabinet and create and track office and file-cabinet keys.
Update Wardens and Searchers as required and ensure implementation of physical security policies and procedures, including incident response.