Administrative Assistant

This position provides general administrative support to the organization (~75% of effort) such as scheduling meetings and reconciling expenses. The role includes reception duties at the New York Genome Center, accounting for approximately 25% of the overall responsibilities.. This position reports to the Office Manager. It will be a broad and varied role, with tasks being allocated to the individual by multiple people at a variety of levels across the organization. Position Responsibilities Administrative Support (~75%): We are seeking a detail-oriented administrative support professional to enhance our team's efficiency. Your responsibilities will include: Reserves locations, travel and accommodation arrangement; Expense tracking and receipt organization Meeting planning, sending meeting invitations, managing attendee lists, sending meeting reminders Following up to ensure last minute participation, preparing and disseminating meeting agendas and other materials (with assistance), providing logistical instructions, obtaining badges, Arranging catering, coordinating A/V etc.; Coordinates internal and external meetings, conference calls, working groups, workshops and events involving complex calendars. Performs general administration such as drafting documents, letters, and presentations, proofreading and running compare writes/redlines/track changes, filing/scanning, and record keeping; Handles all incoming communication (email, phone calls, mail, fax); Keeps track of required action and due dates; Reserves hotels and arranges travel, as needed; Manages the record system with licensee agreements and certificates of insurance (COIs); Acts as the primary point of contact for employee requests and general office questions. Responds to and closes out JIRA tickets in a timely and efficient manner; Alerts building management when there are building related equipment failures; Orders supplies as needed, including keeping record of inventory and expenses; Drafts brief organization wide announcements/updates; Completes Concur expense reports for expenses as appropriate; Make travel arrangements, registers staff for conferences, and assists with expense reports, as needed; Reception (~25%): Provide exceptional front-desk service. Responsibilities include: Serves as the main point of contact for answering and transferring calls, greeting and directing visitors, and handling inquiries regarding company information, directions, and general office matters; Enters all visitors in building security system; Takes and retrieves messages; Receives, sorts and forwards incoming mail; Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.). Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role. Position Requirements Undergraduate degree required; Excellent competence with computers and modern communication tools required; Proven proficiency with MS Office (Outlook, Word, Excel, PowerPoint) for Macintosh required; Proven proficiency with GSuite (GMail, GCal, Google Docs, Google Sheets) required; Ability to lift up to 50 lbs; Excellent verbal and written communication skills. Possess exceptional interpersonal skills; Ability to work independently on assigned tasks as well as to accept direction on given assignments; Exceptional time management and organizational skills, with the ability to appropriately balance multiple, competing priorities; Ability to anticipate needs and take action without requiring detailed direction in relation to routine responsibilities; This is an in-person role and is not eligible for remote or hybrid work. Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At NYGC we are dedicated to building a diverse, inclusive and authentic workplace, so if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles. Competencies Technical and Professional Skills: Consistently demonstrates skills and knowledge relevant for current role; strives to expand the depth and breadth of technical and professional skills; works with a high level of integrity; exhibits focus and discipline; appropriately prioritizes, manages expectations and delivers on commitments. Collaborative & Communicative: Models collaboration and teamwork; brings out the best in others; effectively works with all levels, internally and externally; respects and embraces diversity of perspective; communicates clearly and listens carefully; uses good judgment as to what to communicate and when to do so. Adaptable & Innovative: Adaptable and embraces change; develops new insights and pursues improvements and efficiency; fosters exchange of new ideas and willing to challenge the status quo; takes initiative and is solution-oriented; engages in work with passion and curiosity. Work Location and Hours The incumbent in this position is required to work onsite (at 101 Avenue of the Americas) full time, from 8.30am to 5.30pm, Monday to Friday. Occasional evening and weekend work may be required. Salary & Benefits The expected pay range for this position of $50,000-$64,000 per year; the base pay offered may vary depending on job-related knowledge, skills, and experience. In addition, NYGC offers a full range of medical, financial, and other benefits as well as generous time off. This includes Medical/Dental/Vision for employees & dependent(s); Vacation, Holidays, Sick, and Other Leave, including a paid winter break; a 401(k) match; Life Insurance; Flexible Spending Accounts; employee Tuition Reimbursement; flexible schedules and telework options for some positions; an Employee Assistance Program; and much more. About the New York Genome Center The New York Genome Center (NYGC) is an independent, nonprofit, academic research organization dedicated to advancing genomic research. NYGC scientists and staff are furthering new approaches to diagnosing and treating neurological diseases and cancer through their unique capabilities in whole genome sequencing, RNA sequencing, state-of-the art analytics, and the development of genomic tools. NYGC concentrates specifically on disease-based research in the following areas: neuropsychiatric disease (autism, schizophrenia, bipolar); neurodegenerative disease (ALS, Alzheimer's, Parkinson's, Huntington's), and cancer. Located in Lower Manhattan, the New York Genome Center was founded by and remains closely affiliated with the leading academic medical centers and research universities in the New York region, engaging in research projects with and for these institutions. Essential to our collaborative work is an outstanding faculty, whose members typically hold a joint appointment at NYGC and a partner university. They support our scientific mission by conducting independent research in areas of mutual interest to us and the wider scientific community. Equal Opportunity Diversity, equity, and inclusion are central to NYGC's core mission. We strive to create a workplace environment that is welcoming and fair to all regardless of race, ethnicity, gender, sexual orientation, physical ability, or religion. We believe that when people of various backgrounds, life experiences, and perspectives work together in an inclusive and equitable environment we gain new and valuable perspectives that otherwise would have been missed. Valuing and supporting all NYGC employees as individuals while helping them realize their full potential is critical to promoting greater collaboration, innovation, and discovery - fostering a sense of belonging for our greatest strength, our people. We recognize that there is still work to be done that will require sustained commitment from the entire organization. The New York Genome Center is a VEVRAA Federal Contractor. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, creed, color, gender, religion, national origin, sexual orientation, age, disability, genetic predisposition or carrier status, protected veteran or military status, domestic violence victim status, partnership status, caregiver status, alienage or citizenship status, marital status, or any other characteristic protected by applicable law. NYGC takes affirmative action in support of its policy to hire and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities. FLSA Status - Non-Exempt This position is not eligible for visa sponsorship or relocation assistance.

Created: 2024-11-12