Job description

Position Summary:
Plan, organize, execute and manage the day-to-day administrative functions required for the department staff to facilitate campus-wide maintenance and repair activities, while cultivating an atmosphere of respectful collaboration and positive support.

Responsibilities include but are not limited to:
Perform various office administrative tasks, such as fielding telephone and two-way radio calls, organizing electronic and paper correspondence, and managing computer databases, and other related tasks.

Order and maintain office supplies and services, such photocopier paper, office equipment service calls, staff uniforms, and other related items.

Manage union staff payroll and ensure the timely submission of weekly and bi-weekly timesheets to WCS Payroll department.

Maintain and monitor union staff sick time, vacation, and earned time accruals and review with management on a regular basis to ensure accuracy and completeness.

Monitor the NYA telephone message line and maintain a daily record of union staff who report an absence due to illness or emergency.

Assist in the preparation of purchase order requests and monitor status of requests once WCS Purchasing has received them.

Sort incoming mail and prepare outgoing mail and packages in coordination with Shipping & Receiving department.

Manage the staff certifications database and monitor for renewal and expiration dates.

Assist management in monitoring work order request status.

Maintain and monitor the department calendar of meetings, events, and interviews and notify staff of upcoming events.

Schedule business appointments, interviews, and contractor-vendor site visits as required. Screen telephone calls and supervise traffic flow in and out of the office.

Perform related administrative support tasks as required. Maintain a clean, organized, and welcoming office environment.

Qualification Requirements

Qualifications

2-3 years' experience working in an administrative support role or as an office manager. Experience assisting multiple managers is preferred.

Working knowledge of Microsoft Office software (Word, Excel, and Outlook).

Excellent interpersonal, organizational, and communications skills. Must be highly self-motivated and able to maintain confidentiality.

Willingness to work effectively and collaboratively with other departments at both NYA and other WCS facilities.

Ability to respond to unpredictable and sometimes stressful situations with a calm demeanor and positive attitude.

High school diploma or equivalent

Although not required, some college experience preferred.

Location
New York Aquarium

EOE/ AA/M/F/Vets/Disabled

Salary Range

$21.00/hour

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