Administrative Assistant

Company: New York Institute of Technology

Job Location: Old Westbury, 11568

Category: Administrative Assistants

Type: Full-Time

Job ID: 2025-4103

# of Openings: 1

Position Type: Staff

Type: Regular Full-Time

Overview:

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:

• Manage 2 department budgets (Biomedical & Anatomical Sciences, Office of Research), research start-up budgets, budgets for active grants, plus all corresponding shadow budgets
• Coordinate and process procurement of all items for both departments (research supplies, equipment, anatomy lab items, office supplies), serve as liaison for NYIT procurement and all vendors
• Arrange all travel needs for members of both departments (conference registration, air travel, hotel reservation, car rental) and any department guests (faculty candidates, guest speakers)
• Submit and track expense reimbursements for both departments (e.g. travel, purchases)
• Collaborate with CBL 1 and CBL 2 course leaders to plan course logistics and provide real-time support during all course sessions
• Provide support for department and campus programs ( Research Symposium, Donor Memorial Ceremony, outreach programs - SHARE, SFT, Project Heart )
• Schedule and facilitate meetings for the Chair of Biomedical & Anatomical Sciences and the Assistant Dean of Research, as well as faculty and staff for both departments
• Organize and maintain documents for both departments
• Track contract expirations for both departments
• Facilitate pre-arranged and drop-in appointments for students

Qualifications:

• If a high school diploma is the highest degree, 2-3 years of administrative support experience is required
• If associates degree is the highest degree, 1-2 years of administrative support experience is required
• Proficiency in managing multiple budgets and shadow budgets, including procurement and tracking processes
• Ability to work independently and as part of inter- and intra-department teams
• Proficiency with Microsoft applications
• Organizational, time-management skills, and effective communication skills
• Ability to organize and manage virtual meetings (Zoom, Microsoft Teams)

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, 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.