Facilities Coordinator

Administrative Assistant

3+ months, potential for temp to perm

New York, NY 100027

Pay: $25-27/hr

Must Haves :

• Two years of related office experience is required.

  • Excellent interpersonal and customer service skills, with demonstrated ability to communicate with students and other constituents in a welcoming, patient, professional, and helpful manner.

  • Must be comfortable working in a highly student-facing environment with frequent in-person interactions, walk-in questions, and competing requests throughout the day.

  • Must be proficient in using technology and have substantial experience with computer programs, including MS Office applications (Word, Excel, and PowerPoint) and G-Suite programs (Gmail, Drive, Sheets, Docs) is required.

Preferred Qualifications:

• Bachelor’s degree is strongly preferred.

• Prior experience in higher education or an educational setting, particularly in a student-facing or administrative support role, preferred.

• Experience in a high-volume customer service, front-facing administrative, or student support role preferred.

Position Summary:

Reporting to the Associate Dean and the Associate Director of Career Services, the incumbent provides comprehensive administrative assistance to the SIPA Career Advancement Center (CAC) and assists with coordinating many aspects of its operation which serves a student population of over 1400. This is a highly visible, student-facing, and customer service-oriented role that requires a welcoming, approachable, and responsive presence for students, alumni, employers, and visitors throughout the day. The incumbent must be comfortable working in an active office environment where students may frequently stop by with questions or requests for assistance. Among many other tasks, the Administrative Assistant directs students, alumni, employers and visitors to appropriate resources, provides guidance on navigating SIPA and University policies and procedures, processes academic requirements, serves as a liaison between CAC and other SIPA units, and trains and oversees student workers.

Responsibilities:

• Acts as the first point of contact in the office for all incoming students, alumni, inter-departmental, and employer inquiries by managing two general email inboxes and the main office phone line. During busy periods, incoming emails ranging from a wide variety of requests can reach 50+ per day. Requests may be complicated in nature and require research and input from the Associate Dean and/or director of staff.

• Coordinates student and alumni appointments through SIPA Connect, including scheduling drop-in and advising appointments, processing cancellations, verifying appointment details, and assisting users with platform access issues.

• Processes academic requirements for a student population of approximately 1400. This includes the required internship program and professional development course. The incumbent instructs students on how to complete the requirements or necessary forms successfully, compiles paperwork from a multi-tiered process, enters grades in SSOL, and uploads internship data into the student-facing Internship Database on SIPA Connect. Assists with administrative processing of summer internship stipends.

• Assists Associate Director with reviewing Curricular Practical Training (CPT) and Cooperative Agreement documents submitted by students. Assists with answering procedural questions and directing students to the Associate Director or ISSO.

• Tracks student engagement and assists the Associate Director in devising metrics and thresholds to monitor the office’s outreach success throughout the academic year. Assists with coordinating and reporting employer data.

• Assists with scheduling the CAC Conference room and staff meetings.

• Reconciles monthly corporate card statements and submits travel and expenses through the Concur system on behalf of the Associate Dean.

• Manages, purchases, and restocks all office supplies.

• Updates and maintains the career education library (print and virtual).

• Provides students with immediate technical support for the office’s virtual resources (including SIPA Connect, the Internship Database, Big Resume/Big Interview, Interstride, etc).

• Supports team-building activities for 20+ student workers, program assistants, and staff.

• Drafts internal and external communications, including letters, memos, announcements, and reports.

• Responsible for coordinating meetings, conferences, and appointments as directed, including supporting the Associate Dean as needed.

• Performs other related duties as assigned.

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Minimum Qualifications:

• High School diploma or its equivalent is required. Two years of related office experience is required.

• Excellent interpersonal and customer service skills, with demonstrated ability to communicate with students and other constituents in a welcoming, patient, professional, and helpful manner.

• Must be comfortable working in a highly student-facing environment with frequent in-person interactions, walk-in questions, and competing requests throughout the day.

• Must be proficient in using technology and have substantial experience with computer programs, including MS Office applications (Word, Excel, and PowerPoint) and G-Suite programs (Gmail, Drive, Sheets, Docs) is required.

• Must be highly organized, motivated, and able to balance multiple demands while remaining calm under pressure.

• Must have excellent judgment, reliable, responsible, flexible, and a team player.

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Preferred Qualifications:

• Bachelor’s degree is strongly preferred.

• Prior experience in higher education or an educational setting, particularly in a student-facing or administrative support role, preferred.

• Experience in a high-volume customer service, front-facing administrative, or student support role preferred.

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