Operations and Administrative Assistant

This position manages the reception function and provides operational, administrative, and general office support to the New York Genome Center. This position reports to the Office Manager, Facilities and provides support across multiple teams within the organization. This is a broad and varied role that requires the ability to manage multiple priorities, with tasks being allocated to the individual by multiple colleagues at different levels and across different functions.

Position Responsibilities

Reception: Provide professional and welcoming front-desk support and serve as the primary point of contact for visitors and general inquiries. Responsibilities include:

Answer, screen, and transfer incoming telephone calls and respond to general inquiries.

Enter all visitors in building security system;

Take and retrieve messages;

Receive, sort, and distribute incoming mail.

Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.).

Maintain a professional, organized, and welcoming reception area.

Facilities Team Operational and Administrative Support: Provide operational and administrative support to the Facilities team, helping to ensure the efficient day-to-day operation of the office. Responsibilities include:

Support internal and external events hosted by NYGC as needed;

Liaise with events team for event set-up/take down;

Perform general administration such as drafting documents, letters, and presentations, proofreading and managing compare/redlines/track changes, filing/scanning, and record keeping;

Handle all incoming communication (email, phone calls, mail, fax);

Keep track of required action and due dates;

Maintain and manage the certificate of insurance (COI) tracking spreadsheet, ensuring records are accurate and up to date; monitor expiration and renewal dates; proactively follow up with vendors to obtain updated certificates; and ensure all required documentation is received and maintained in accordance with organizational requirements;

Act as the primary point of contact for employee requests and general office questions. Responds to and closes out assigned JIRA tickets in a timely and efficient manner;

Partner with IT and HR to manage and implement office moves and staff relocation within facilities, including staff/new hires, furniture and scientific equipment, including installing, moving, repairing, and removing equipment, furniture, fixtures, appliances, and utilities within the building;

Escalate issues (ie damage and security) to Senior Manager, Facilities & Office Management as needed;

Order supplies as needed, including keeping record of inventory and expenses;

Reconcile concur expenses as appropriate;

Make travel arrangements, registers staff for conferences;

Assist with new hire desk assignments;

Oversee parking space assignments;

Security

Manage internal security ID badge creation and access assignment

Deactivate Building IDs as requested, quarterly update of building list of active IDs;

Provide card access reports as needed to Director, Facilities, EHS and Compliance;

Manage Lockbox Key cabinet; create/track all office and file cabinet keys;

Update Wardens and Searchers as required.

Ensure implementation of physical security policies and procedures, including incident response.

Events

Support all external events hosted by NYGC as needed;

Liaise with event team and porters for event set-up/taken down;

Assign porters for clean up of all internal meetings;

Escalate issues (ie damage and security) to Senior Manager, Facilities & Office Management as needed.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change.

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Position Requirements

Undergraduate degree required;

Excellent competence with computers and modern communication tools required;

Proven proficiency with MS Office (Outlook, Word, Excel, PowerPoint) for Macintosh required;

Proven proficiency with GSuite (GMail, GCal, Google Docs, Google Sheets) required;

Ability to lift up to 50 lbs;

Excellent verbal and written communication skills. Possess exceptional interpersonal skills;

Ability to work independently on assigned tasks as well as to accept direction on given assignments;

Exceptional time management and organizational skills, with the ability to appropriately balance multiple, competing priorities;

Ability to anticipate needs and take action without requiring detailed direction in relation to routine responsibilities;

This is an in-person role and is not eligible for remote or hybrid work.