Administrative Assistant

Job Title

Campus Dining Administrative Assistant

Job Description

New York Institute of Technology's six schools and colleges offer undergraduate, graduate, and professional degree programs in in-demand disciplines including computer science, data science, and cybersecurity; biology, health professions, and medicine; architecture and design; engineering; IT and digital technologies; management; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education founded in 1955, it welcomes nearly 8,000 students worldwide.

The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world. More than 112,000 alumni are part of an engaged network of physicians, architects, scientists, engineers, business leaders, digital artists, and healthcare professionals. Together, the university's community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future.

Responsibilities

Serve as a liaison to prospective clients, NYIT students, faculty, staff, and administration

Handle the clerical responsibilities as required

Follow detailed work plans

Receive and forward all calls and email inquiries to the appropriate department

Work in conjunction with the management team to successfully execute daily meetings, events and projects

Must work between cafs, special events and daily catering needs as required, schedule will vary.

Prepare documents for weekly Banquet Event Order meetings

Daily and weekly Posts on social media sites; Programing, incentives and marketing campaigns

Assist with execution of daily catering orders; preparing equipment, confirming details, delivering to locations, setting up and breaking down

Create and print menus and signs for each location as requested

Create and print all food labels for various locations

Work in collaboration with management to generate newsletters, strengthen relationships and increase sales

Respond promptly to inquiries regarding catering orders and offer basic sales information, record event inquiries through the catering software and forward to Catering and Client Relation Manager.

Answer all incoming calls to Campus Dining and forward to appropriate department in a timely manner

Assist with deposits and cash reconciliation if needed

Submit all facilities requests in a timely manner

Manage schedules for all Campus Dining employees and maintain contact information in order to notify employees of weekly schedules

Process all requisitions for purchase orders using the university financial systems and follow procedures set forth

Maintain and distribute birthday cards to NYIT staff and staff accomplishment program

Assist Director of Dining Services with invoicing, reconciliations but not limited to

Maintain and order office supply when needed

Keep and maintain neat files for all: proposals, contracts, payments, events details and invoices

Adhere to weekly schedule set forth by Culinary Operations Manager

Workday and manual time sheets completed daily and submitted last shift of week.

Daily recap to be submitted at end of shift

Must be able to work in other areas on campus as needed, such as DeSeversky Mansion, all campus cafes, kiosks, food trucks and any/all special events on or off campus.

Must be able to work in other positions as needed should employees in those positions not be able to work due to vacancies, vacation, sick or personal time.

Must be able to work a flexible schedule including weekends, nights and holidays, as needed

Employees are required to work Black dates for the university; including commencement, open house, and admitted students but not limited to.

PTO must be submitted 2 weeks in advance and subject to approval

Other duties as assigned

Qualifications

Bachelor's Degree required

Experience within a catering or campus dining environment as an Administrative Assistant strongly preferred

Advanced computer skills including word processing, spreadsheets, desktop publishing and brand property Management Systems

Multi-tasking and ability to work in fast paced environment

Excellent communication and listening skills

* This is a seasonal full-time position working from September through May and is paid over a 12-month period.

Other Information

New York Institute of Technology offers numerous opportunities to enhance personal and professional growth and provides employees with a competitive compensation and benefits program inclusive of generous paid time off, holidays, tuition remission, and retirement plans with employer contributions.

New York Institute of Technology is an Equal Opportunity Employer All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

In compliance with local legislation as well as to provide greater transparency to candidates, the annual base salary range for this position is listed. New York Tech considers factors such as (but not limited to) scope and responsibilities of the position, candidate experience/expertise, education/training, key skills, geographic location, internal peer equity as well as market, organizational considerations and/or applicable collective bargaining agreement when extending an offer.

Minimum Salary

USD $28,000.00/Yr.

Maximum Salary

USD $30,000.00/Yr.