Operations and Administrative Assistant

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.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At NYGC we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Competencies

• Technical & Professional

Skills

• Consistently demonstrates skills and knowledge relevant for current role; strives to expand the depth and breadth of technical and professional skills; works with a high level of integrity; exhibits focus and discipline; appropriately prioritizes, manages expectations and delivers on commitments.

• Collaborative & Communicative: Models collaboration and teamwork; brings out the best in others; effectively works with all levels, internally and externally; respects and embraces diversity of perspective; communicates clearly and listens carefully; uses good judgment as to what to communicate and when to do so.

• Adaptable & Innovative: Adaptable and embraces change; develops new insights and pursues improvements and efficiency; fosters exchange of new ideas and willing to challenge the status quo; takes initiative and is solution-oriented; engages in work with passion and curiosity.

• Work Location and Hours

• The incumbent in this position is required to work onsite (at 101 Avenue of the Americas) full time, from 8.30am to 5.30pm, Monday to Friday. Occasional evening and weekend work may be required.

• Salary & Benefits

• The expected pay range for this position of $50,000-$64,000 per year; the base pay offered may vary depending on job-related knowledge, skills, and experience.

• In addition, NYGC offers a full range of medical, financial, and other benefits as well as generous time off. This includes Medical/Dental/Vision for employees & dependent(s); Vacation, Holidays, Sick, and Other Leave, including a paid winter break; a 401(k) match; Life Insurance; Flexible Spending Accounts; employee Tuition Reimbursement; flexible schedules and telework options for some positions; an Employee Assistance Program; and much more.

• About the New York Genome Center

• The New York Genome Center (NYGC) is an independent, nonprofit, academic research organization dedicated to advancing genomic research. NYGC scientists and staff are furthering new approaches to diagnosing and treating neurological diseases and cancer through their unique capabilities in whole genome sequencing, RNA sequencing, state-of-the art analytics, and the development of genomic tools. NYGC concentrates specifically on disease-based research in the following areas: neuropsychiatric disease (autism, schizophrenia, bipolar); neurodegenerative disease (ALS, Alzheimer’s, Parkinson’s, Huntington’s), and cancer.

• Located in Lower Manhattan, the New York Genome Center was founded by and remains closely affiliated with the leading academic medical centers and research universities in the New York region, engaging in research projects with and for these institutions. Essential to our collaborative work is an outstanding faculty, whose members typically hold a joint appointment at NYGC and a partner university. They support our scientific mission by conducting independent research in areas of mutual interest to us and the wider scientific community.

• Equal Opportunity

• We are committed to fostering a workplace environment that is welcoming and fair to all, ensuring that every employee has the opportunity to thrive. We believe tha