Operations and Administrative Assistant

New York Genome Center•New York, NY

1d•Onsite

About The Position

The Operations and Administrative Assistant manages the reception function and provides operational, administrative, and general office support to the New York Genome Center. Reporting to the Office Manager, Facilities, this role supports multiple teams and handles varied priorities assigned by colleagues across different functions and levels. The position is onsite at 101 Avenue of the Americas in New York City, full time, Monday through Friday, from 8:30 a.m. to 5:30 p.m. Occasional evening and weekend work may be required. The role provides front-desk support, handles incoming communications and mail, and maintains a welcoming reception area. It also supports Facilities operations, office administration, events, security and access management, employee requests, office moves, supplies, expenses, travel arrangements, and new-hire desk assignments. The employee responds to assigned JIRA tickets and helps implement physical security policies and procedures, including incident response. Duties may change and are not limited to the activities described in the posting. The position requires an undergraduate degree, proficiency with Microsoft Office for Macintosh and GSuite, strong communication and interpersonal skills, and the ability to organize competing priorities and work independently while accepting direction. The role requires lifting up to 50 pounds. The expected annual pay range is $50,000–$64,000, with the offered base pay varying based on job-related knowledge, skills, and experience. The position is not eligible for visa sponsorship or relocation assistance.

Requirements

Undergraduate degree required.
Excellent competence with computers and modern communication tools.
Proficiency with MS 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.
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 multiple competing priorities appropriately.
Ability to anticipate needs and take action without detailed direction on routine responsibilities.
Ability to work onsite; the role is not eligible for remote or hybrid work.

Responsibilities

Provide professional, welcoming front-desk support and serve as the primary point of contact for visitors and general inquiries.
Answer, screen, and transfer 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, including FedEx and UPS.
Maintain a professional, organized, and welcoming reception area.
Provide operational and administrative support to the Facilities team to help ensure efficient day-to-day office operations.
Support internal and external events, coordinate event setup and takedown with the events team, 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, telephone 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 ensure required documentation is received and maintained.
Act as the primary contact for employee requests and general office questions; respond to and close assigned JIRA tickets in a timely and efficient manner.
Partner with IT and HR on office moves and staff relocations, including moves involving new hires, furniture, and scientific equipment.
Install, move, repair, and remove equipment, furniture, fixtures, appliances, and utilities within the building as needed.
Escalate damage, security, and other issues to the Senior Manager, Facilities & Office Management as needed.
Order supplies, maintain inventory and expense records, and reconcile Concur expenses as appropriate.
Make travel arrangements and register staff for conferences.
Assist with new-hire desk assignments and oversee parking-space assignments.
Manage creation of internal security ID badges and access assignments; deactivate building IDs when 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.
Help ensure implementation of physical security policies and procedures, including incident response.