Job Details

Title: Administrative Specialist

Location: Upper East Side

Org Unit: Capital Planning

Work Days: Monday-Friday

Exemption Status: Non-Exempt

Salary Range: $30.22 - $41.73

*As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices

Position Summary

Under guidance, provides a wide range of administrative and secretarial support to senior staff within the department

Job Responsibilities

• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.


• Initiates and prepares written correspondence as needed and based on functional needs.


• Responsible for procurement activities related to goods, services, and/or equipment as needed.


• Responsible for disbursement/reimbursement activities as needed.


• Maintains inventory of supplies, equipment and/or reagents. May order supplies/equipment/reagents as authorized or ensure that needs are escalated appropriately. Receives supply orders and confirms accuracy of delivery. May assist with cost control.


• Maintains electronic and hard copy files and databases. Maintains integrity of information.


• Answers phones, responds to inquiries and triages calls to appropriate personnel.


• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.


• Records and distributes meeting minutes.


• Routinely analyzes and evaluates workflows to ensure maximum efficiency.


• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.


• Receives, sorts and distributes mail; accepts and signs for package deliveries.


• Performs other duties as assigned or required.

Education

• High School Diploma in related field

Experience

Bachelor's degree is preferred.

Approximately 2 years of related experience providing secretarial support to senior leadership

Knowledge, Skills and Abilities

• Excellent computer skills including good working knowledge of MS office. Ability to learn new computer software and applications.


• Ability to communicate instructions and observations effectively verbally and in writing.

Licenses and Certifications

Working Conditions/Physical Demands