Assistant Administrator

Updated: about 18 hours ago
Location: New York City, NEW YORK
Job Type: FullTime

This position provides administrative and operational support to the overall departmental administrator.


List of Responsibilities :

Financial Management

  • Assist in managing accounts and budgets, including on-going tracking of actual & projected expenditures.
  • Assist in analyzing & making recommendations/decisions regarding staff & faculty budgetary issues.
  • Prepare financial reports for expenditures. Develop forecasts and scenarios to ensure optimal use of funds.
  • Assist in the management and preparation of the annual budget and reports. Update all departmental budgets on a monthly basis.
  • HR Management

  • Work with the departmental administrator for all hiring, promotion, termination, salary adjustments and performance management processes.
  • Assist in the preparation and review all PRF’s, PSF’s and Faculty Appointments.
  • Assist the department Chairperson with all faculty recruitment activities. May design a database to control all incoming CV’s and other supporting documents for applicants. Train the staff to maintain the database.
  • Assist the departmental administrator with auditing all payroll transactions related to the above activities by comparing Effort Reporting with the department internal records to ensure expenses are properly calculated and encumbered in the corresponding accounts.
  • Facilities Management

  • Assist the departmental administrator with lab renovations for new faculty members. Participate in planning meetings regarding floor plans and plan specifications with Engineering, Health & Safety, ITS and Housekeeping departments.
  • Responsible for the procurement of supplies/equipment or services through the purchase order system. May independently identify and resolve any issues that may arise immediately to avoid delays.
  • Operational Management

  • Provide supervision and guidance to staff regarding departmental and organizational policies and procedures.
  • May be required to develop and/or revise standard operating procedures.

  • A BA/BS in business administration or other related field is required.
  • Minimum 2-3 years prior related experience.
  • Skills and Competencies 

  • Knowledge of financial management principles and practices.
  • Demonstrated ability to work in a fast paced environment with changing priorities and ability to make independent decisions and effectively communicate decisions and rationale to Principal Investigators and Departmental Chair.
  • Must possess the ability to interact effectively with a large group of diverse individuals. Strong organizational abilities required.
  • Proficient in Microsoft Office and windows-based computer system required.
  • Adept at learning new software programs.

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