Overview
Part-time Administrative Assistant Jobs in Long Island City, NY at LaGuardia Community College
Overview:
The Department of Electrical and Computer Engineering seeks an energetic, detail orientated Administrative Coordinator to provide administrative support to a fast-paced department and serve as a central hub of information, training and guidance. The Administrative Coordinator supports the main Administrative Office of ECE and five faculty members and their research groups, as well as serves a point person/guide/lead for all ECE faculty assistants. Additionally, this position will provide support to our senior lecturer and any visiting lecturers. This role helps to facilitate the ongoing needs of the faculty so that the faculty can focus on research and teaching missions.
This role is critical to the operations of the department, often serving as the first person visitors meet, a hub for the department, and is adaptable to assist many roles within the department. Specifically, this role will serve as a point person for the faculty assistants. This role will help train new faculty assistants, provide support in the first six months of their new role, collaborate with the Business Manager to execute policies and procedures, and work together with others in the department to create an efficient, inclusive, collaborative, positive work environment.
The position reports to the Senior Manager, Finance and Administration and the Business Manager, with some guidance provided by the Assistant to the Chair and Grants Manager. Some events may require after-hours/evening/holiday attendance.
Responsibilities:
Administrative Office Responsibilities
Visitor Coordinator and first point of contact for in-person visitors to the department.
Facilities – manage alerts/notifications, work orders, and follow-up on facility issues; assist Senior Manager with facility emergencies, lab/office renovations and moves, and other facility issues.
On-boarding and off-boarding of staff members, researchers, visitors, and summer students within the department: assist with welcome packets, orientations, department tours.
Meetings – assist with scheduling and catering for faculty meetings, faculty retreats, faculty candidate visits, advisory council meetings, staff meetings, other departmental meetings.
Seminars – coordinate Korhammer Colloquiums, backup coordinator for Korhammer Seminars.
Events – assist Senior Manager with staff best practice sessions and staff alumni lunch.
General office duties – office key access; building access; email lists, room reservation, sort department mail daily; manage hallway directories and bulletin boards.
Back-up to the Assistant to the Chair when out of the office.
Faculty Assistant Responsibilities
Support faculty 5 faculty, including the chair and their research groups, as well as a senior lecturer and visiting lecturers.
Travel and Expense – manage faculty and student expense report through the Concur system. Make domestic and foreign travel arrangements for conferences and meetings. Track Learned Society travel.
Assist faculty in duties related to class work and exam preparation, including updating course websites.
Assist with activity reports.
Manage faculty mobile phones (trouble-shoot during travel) and arrange loaners for international travel.
Maintain faculty calendars and meeting requests; arrange meetings and luncheons.
Assist with the grant proposal process under supervision of Grants Manager – biosketch, current and pending support, etc.
Conferences, seminars and symposiums – arrange venue, agenda, catering and dining reservations, work with Conference and Event Services when needed; posting of announcements on ECE website; oversee registration; process guests travel and reimbursements; possible travel to off-site conference when needed
Purchasing – assist ordering of equipment and supplies working via Market Place and ECE Purchasing Office; create e-ship Global labels
Financials – process cost transfer journals in Prime; reconcile holding account reconciliations and prepare journal entries;
Support Grants Manager on document needed for proposals e.g. assist with preparing faculty biosketches, current and pending support documents, and collaborator information for proposals using ORICD and SciENcv
Work with other colleagues in the department as a team and provide coverage when possible
Senior Faculty Assistant Responsibilities
Recommend and provide initial and ongoing training of Faculty Assistants within the department. This includes not only recommending the Learning Center course offerings required for this role, but training on internal department tasks as well.
Develop and maintain a checklist of required trainings that Faculty Assistants should complete initially, as well as courses that Faculty Assistants should take as they progress in their roles.
Provide coaching and assistance for upwards of 6 months post-hire to new Faculty Assistants.
Coordinate with the Business Manager on additional trainings that Faculty Assistants need as the University adopts new administrative and financial systems and processes.
Lead and/or co-lead monthly faculty assistant meetings to help communicate new polices, best practices, and trouble shoot pain points as a group.
Qualifications:
Essential
Strong organizational, analytical, and problem-solving skills; attention to detail, accuracy, ability to meet firm deadlines
Superb interpersonal and communication skills dealing with a wide range of constituents
Proficient in Microsoft Office Word, Excel and Outlook
Ability to prioritize, adapt, and coordinate multiple projects simultaneously in a fast paced environment
Demonstrate the highest level of professionalism in welcoming and assisting all constituents
Discretion in handling confidential information
Curiosity and a willingness to seek out answers, as well as a desire to work collaboratively to achieve goals
Possess a service-oriented and proactive approach with a persistence in following up on tasks
A great team player
Preferred
Experience in higher education
Experience with Concur
Experience with event planning
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS
Standard Weekly Hours: 36.25 Eligible for Overtime: No Benefits Eligible: Yes Probationary Period: 180 days Essential Services Personnel (see policy for detail): No Physical Capacity Exam Required: No Valid Driver’s License Required: No Experience Level: Entry Level : #LI-ZY1
Title: Part-time Administrative Assistant
Company: LaGuardia Community College
Location: Long Island City, NY
