Job Summary

Basic Function :

As the lead administrative staff member, the Administrative Manager is responsible for daily business operations, including fiscal management, and personnel management.

This team member will also contribute to the continued success and growth of the institute and degree program in alignment with the established missions and visions.

Reporting to the Executive Director and Department DAA, the ideal candidate will have previous experience with office management, administrative duties, supervision of staff, administering a budget, and financial reporting.

This position supports a dynamic group of creatives and scholars, including faculty, doctoral students, and professional research fellows.

An ability to initiate projects, work independently, anticipate program needs, and meet deadlines is essential. Candidates who possess excellent organizational, administrative, and financial skills, and are dedicated to facilitating staff teamwork are encouraged to apply.

This is a salaried, one-year renewable staff position with the possibility of a hybrid work option including both on-campus and remote work.

A full benefits package includes tuition remission. Please note that this position does not include teaching opportunities.

Characteristic Duties and Responsibilities

Administrative Management

• Coordinate leadership meetings and participate in collaborative planning and problem-solving.
• Facilitate efficient office communication systems, serve as a main point person, and respond efficiently and effectively to administrative inquiries from faculty, fellows, and students.
• Prepare professional and welcoming correspondence, including the composition of letters, memos, and reports.
• Prepare and maintain programmatic calendars, synchronize work schedules, and employ systems for tracking tasks and deadlines.
• Execute online data collection forms and organize and maintain databases, records, and listservs.
• Troubleshoot as problems arise and develop solutions in consultation with the Executive Director.
• Spearhead and coordinate marketing strategies, assist with the design and distribution of marketing materials, and periodically update program and institute websites.
• Participate in institute marketing and prospective student recruitment events with a willingness to travel annually to national conference.
• Organize and assist with special events (e.g., symposia, lecture series, socials, new student orientation, socials, guest artists, workshops, etc.

with the ability to work occasional evenings or weekends.

• Support capital improvement projects, grants, and other initiatives.
• Liaise with research centers and administrative units and across the college, such as the Arts & Humanities Department, Purchasing Office, Financial Aid Office, Facilities, Human Resources, Admissions, Events Office, Alumni Affairs, and Registrar's Office.

Fiscal Management in Consultation with the Executive Director :

• Prepare and manage the Program and Institute annual budget as well as individual grant and project budgets.
• Process and track purchases, invoices, expense reimbursements, honorariums, budget transfers, and register vendors in the College procurement system.
• Monitor and reconcile budget indexes to achieve expense targets and track variances.
• Analyze fiscal data, provide timely updates, and create budget documents and reports as requested.
• Advise the Executive Director on best practices for the management and distribution of financial allocations in accordance with college policies.
• Process the distribution of scholarship and stipend funds.
• Address budgetary issues and propose solutions.

Personnel Management

• Initiate and manage the hiring process for professional research fellows, adjuncts, and staff in consultation with the Department Director of Academic Administration and aligned with college policies.
• Supervise and manage student workers such as Administrative Fellows, Graduate Research Assistants, and work-study students, including onboarding, training, leading staff meetings, delegation of duties, setting deadlines, supervision of work, providing constructive feedback, and submitting time sheets.
• Maintain supportive, professional relationships with program faculty, student-workers, research fellows, and guest scholars / artists.
• Ensures that affirmative action, equal opportunity and diversity are integrally tied to all action and decisions for which they are responsible, and which fall within the scope of the Affirmative Action / Equal Opportunity / Diversity Plan.
• Other duties as assigned

Minimum Qualifications :

• Bachelor’s degree or equivalent and minimum of five years of related administrative, budgetary, and supervisory experience or combination of education, training, and relevant experience.
• Strong computer skills; Google platform, Microsoft Office Suite, Adobe Acrobat Pro, (word processing, excellent spreadsheet;

database capabilities, troubleshooting)

• Comprehensive office management and administrative experience.
• Experience with detail-oriented budgeting, account management, financial reporting, and purchasing.
• Experience with staff leadership, supervision, and development.
• Self-Starter and independent worker with impeccable follow-through.
• Experience with consulting and reporting to executives.
• Ability to initiate and adapt as priorities change throughout the academic year.
• Resourceful with the ability to proactively anticipate and plan for program needs and develop administrative management systems.
• Excellent organizational and time management skills with a strong ability to prioritize and manage multiple and competing tasks and deadlines.
• Ability to maintain sensitivity, understanding, and respect for a diverse academic environment inclusive of students, faculty, staff, and guests of varying social-economic, cultural, ideological, and ethnic backgrounds.
• Excellent judgment and proficiency at solving problems creatively, leading and collaborating with teams, and advocating for students, faculty, and staff in an energetic work environment.
• Demonstrated oral, written, and analytical skills, exhibiting fluency in communicating about program needs and objectives.
• Discretion, diplomacy, and experience with maintaining the confidentiality of sensitive documents and information.
• Willingness to travel and work outside of traditional hours on occasion, as needed for special events.
• Commitment toward building a reputation of excellence for the Program, Institute and its personnel.

Preferred Qualifications :

• Prior experience in higher education administration or arts administration with knowledge of dance or the arts preferred.
• Familiarity with Teachers College administrative platforms a plus.
• Familiarity with Canvas learning management system, Adobe Creative Cloud, or other educational technology.

Salary Range : $57,600 - $70,000

$57,600 - $70,000

Competitive Compensation and Benefits

The salary range reflects the College’s good faith and reasonable estimate of the compensation for the position at the time of the job posting.

Salary decisions are dependent on several factors including but not limited to market and organizational considerations, experience, and qualifications of a selected candidate as well as internal and external equity.

• Our benefits contribute significantly to the total compensation package that includes medical, dental, vision, and supplemental insurance plans;
• flexible and hybrid work schedules; tuition remission; life insurance; short and long-term disability insurance; an exceptional employer retirement matching program;

health savings accounts (HSA), flexible spending accounts (FSA), Public Service Loan Forgiveness eligibility, and a robust Employee Assistance Program (EAP).

If you would like to request any

Office Administrator Assistant - SERVPRO Northwest Brooklyn This position will be responsible for the daily coordination and administration of general business activities for the office.

Servpro is a restoration company that assists homeowners and business owners with Water, Fire & Mold damage cleanup and restoration as well as the reconstruction. Qualifications :

• Experience in a reception duties
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• Ability to maintain an important level of organization
• Good interpersonal skill set.
• Ability to work in a fast paced, and at times, stressful environment

Job Details / Duties :

• Answer phones daily. Takedown information from caller re : the nature of the damage with empathy and patience. Complete the Notice of Loss form and provide it to the Job File Coordinator in the office for processing.
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• Support Office Manager and job file coordinator with any tasks that need immediate attention.
• Type up of estimates for clients / insurance adjuster
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• Complete Test Request forms for all flooring, siding, roofing, cabinets, etc. that require testing for mold and replacement
• Request COIs (certificates of insurance) as needed
• Keep Operations manager / Owner updated on production
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• Resolve problems quickly as they arise
• Perform clerical duties such as copying, scanning, emailing, etc
Benefits :
• 401(k)
• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule :

Monday to Friday 8 : 30- 4 : 30pm

Preferred Experience :

• Administrative experience : 4 years
• Exactimate
• Drybook
• Quickbooks
• Proficient in Excel

Skills / Physical Demands / Competencies This is a role in a fast-paced office environment. Some filing is required which would require the ability to lift files, open filing cabinets, and bending or standing as necessary.

Ability to successfully complete a background check subject to applicable lawEach SERVPRO® Franchise is Independently Owned and Operated.

All employees of a SERVPRO Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated Servpro Franchise.

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All Sample Forms provided by Servpro Industries to Servpro Franchises should be reviewed and approved by the Franchise’s attorney for compliance with Federal, State and Local laws.

All Sample Forms are provided for informational purposes and Servpro Franchises may choose whether or not to use them. Compensation : $21.50 per hour

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All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise.

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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.

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

Standard office work

Title - Administrative Assistant

Duration - 3 Months (Extendable)

Shift - Days

Mon-Fri 9a-5p phone calls, appointment scheduling, working daily on our GI referral and consult WQ in EPIC. Check in for patients at the front desk.

Provide coverage for other departments when needed. The candidate must have experience working in a medical office setting, has experience in Managed Care insurances and using EMR.

Org. Setting and Reporting Responsibilities

Under the overall guidance of the Chief of the Administrative Section and under the direct supervision of the Associate Administrative Officer, the incumbent is responsible for the following :

Human Resources Management

Assists the supervisor in managing the Unit’s human resources activities, e.g. recruitment, replacement, promotion, performance appraisals, job classification reviews, separation of staff and training etc.

ensuring consistency in the application of UN rules and procedures.

• Initiates, reviews, processes and follows-up on actions related to the job openings in Inspira for the Unit.
• Oversees and keeps track of status of job openings and maintains the case files in electronically for the record.
• Monitors staffing table and prepare relevant statistical data / charts for the Section.
• Reviews applications, prepares draft preliminary evaluations and assists in identifying the shortlist of candidates for further review by the respective Programme Managers.
• Process and / or review the evaluations in Inspira and prepare responses to queries by OHR and Central Review Bodies (CRB) as necessary.

Contract Administration and General Administration

• Assists with the day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
• Processes the payment of contractors’ invoices and monitor payments.
• Coordinates extensively with service units and liaises frequently with internal team members of FCAS and the other offices at UN Headquarters
• Drafts various correspondence with regards to information and facility management as assigned.
• Performs other administrative duties as assigned.

Competencies Education

High school diploma or equivalent is required.

Work Experience

A minimum of 7 years of progressive experience in administrative services, finance, accounting, audit, human resources, or related area is required.

Experience in recruitment and selection within an international organization or public institution is required.

Experience using talent management systems such Inspira is desirable.

Experience using Enterprise Resource Planning (ERP) Systems such as SAP is desirable.

Languages

Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Special Notice United Nations Considerations No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.