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Administrative Assistant

New York, NY 10023

Posted: 01/04/2023 Employment Type: Contract Job Category: Administrative Job Number: 535547 Is job remote?: No Country: United States

Job Description


Must Have:
  • HS diploma or equivalent
  • 3+ years of related administrative and financial department experience
  • Ability to work in a busy department office serving faculty, administrators, and students and to manage multiple concurrent projects with varying deadlines with minimal supervision required
  • Experience with Microsoft Office or comparable program, including extensive knowledge of excel spreadsheet and database applications
  • Knowledge of or ability to learn University electronic financial systems required
  • Wordpress experience to maintain department's web page


Preferred:
  • College degree preferred
  • University experience
  • ARC fund management experience 
  • Concur experience

 
Job Summary:

Responsible for general administrative and clerical duties, updating the center’s Wordpress Website and finance support tasks to ensure organizational sustainability. The incumbent provides administrative and clerical support to the Center for the Study of Ethnicity and Race (CSER), including financial transactions, communications, and maintaining the Center’s office. CSER staff members establishes connections and facilitates interaction among faculty; students, alumni, and other departments. Incumbent will promote a welcoming experience for visitors to the office, over the phone and in all digital communications. Responsible for opening office at the start of business day, punctuality is of the utmost importance.

Financial

Responsible for the process of all financial transactions in the University's complex financial system modules. The incumbent provides in person, front facing administrative services to the center; oversees paper and electronic files; processes financial transactions; using Concur and ARC fund management systems. Process initial hire for work-study and biweekly payroll. Maintains work-study hour log excel sheet. Assist with other financial processing as requested

Processes all accounts payable, reimbursements and purchasing transactions; setting up of vendors; resolves and follows up on payment issues; coordinates Arts and Sciences departmental reimbursement programs; honorarium requests and travel reimbursements. Researches and resolves problems with open commitments and overdrafts. Coordinator is main contact with the University's Accounts Payable, Purchasing and other financial departments and external vendors to resolve issues promptly.
Must have or be able to acquire knowledge to maintain department's web page. In consultation with Associate Director, will be responsible for the update of general and routine information on the departmental Wordpress website; faculty profiles, assuring all links are current, updating courses and editing as needed. Responsible for writing first draft and assisting the communications activities of the center, under the direction of the AD. This includes using working with AD to execute on communications strategies, drafting communications, and organizing events and social media and/or advertising efforts.

Coordinates and responsible for logistics including; speakers’ arrangement of transportation, and hotel stay, tracks and processes travel reimbursements via CONCUR and ARC fund systems. Supports the administrative and operational aspects of event management for a high volume of programs; reserving event space, catering, A/V, and responsible for event space set-up and troubleshooting issues as they arise. Responsible for coordinating and arranging travel reservations for guest speakers, booking hotel rooms via CONCUR system. The incumbent, in consultation with the Associate Director (AD), will draft event publicity materials including fliers and email notices and advise on event budget status prior to processing expenditures.
Provides administrative support for MOA (Masters of American Studies program) as needed. Maintains office inventory and orders equipment and all supplies.
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