Administrative Assistant

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.

For more information, visit nyit.edu.

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 cafes, 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.