Administrative Coordinator

Apply/Register Job no: 496665
Work type: Staff Full-time
Department: Sy Syms School of Business
Location: Wilf Campus, 500 West 185th Street, NY, NY
Categories: Administrative Support

Position Summary:         

The Administrative Coordinator Provides administrative support to the Dean’s Office. Faculty and to the Academic Administrator.

Position Responsibilities:

  • Type letters, memoranda and manuscripts as assigned
  • Take and transcribe documents needed for meetings
  • Read and route incoming electronic mail
  • Order office supplies
  • Retrieve and decimate hard mail to individual mailboxes in a timely manner
  • Locate and attach appropriate files to correspondence to be answered by supervisor
  • Place outgoing calls as requested
  • Greet Visitors
  • Locate and attach appropriate file to correspondence to be answered
  • Answer and route incoming telephone calls and personal inquires
  • Determine which can be handled by you rather than the Supervisor
  • Prepare and process standard forms, ex; purchase orders, petty cash vouchers, payroll memos, reimbursement forms for business expenses, position requisition forms and any other forms needed
  • Take minutes at meetings if requested
  • Assemble necessary background material for scheduled meetings
  • Upon request, make arrangements necessary in connection with scheduled meetings, example: travel arrangements, room scheduling, hotel accommodations (for visitor’s), ordering audio/visual equipment and or food
  • Engage related service providers to assist with event location set up, inclusive of housekeeping, multi-media, facilities, security and communication departments
  • Request conference/classrooms for Faculty for classes, events, board meetings, seminars, etc.
  • Maintain and update website (when needed)
  • Revise and make recommendations for new office procedures
  • Use independent judgment in responding to inquiries regarding policies, procedures and regulations based on thorough knowledge of department and university policy's
  • Work with Accounts Payable to resolve payment delinquencies and any other related issues
  • Make sure all vendors/speakers are set up in the systems
  • Example contracts, W9 and any other paper work that is needed
  • Prepare and process standard forms, example: purchase inquiries
  • Purchase orders, petty cash vouchers, payroll memos, reimbursement forms for business expenses, position requisition forms and any other forms needed
  • Work with vendors to procure invoices
  • Process SciQuest requisitions for vendor payment.
  • Send all invoices to Yeshiva@divintech to ensure they get paid.
  • Set up P.O.numbers for vendor that need to be paid throughout the year
  • Reconcile Pcard/Credit card and approve credit card charges
  • Dispute questionable charges if needed
  • Maintain filing for charges for yearly audit
  • Process all reimbursements for professors and students
  • Will request wire transfers and fund transfers as needed
  • Set up and maintain complex filing systems for correspondence and other records. Example reimbursements and orders
  • Maintain inventory and order office/copier supplies for Sy Syms department-Wilf Campus
  • Place orders for computer's and other equipment as needed
  • Keep track of spending for those with research accounts
  • Works with and provide administrative support Syms School School of Business faculty
  • Work with SSSB faculty and the Office of the Registrar to facilitate the processing of grade forms
  • Coordinate room schedules for makeup and final exams each semester
  • Assemble data for grant applications and any other documents as directed
  • Work with Sy Syms School of Business faculty in obtaining final exam's, for formatting and duplicating
  • Maintain security and confidentiality of exams
  • Proctor make up exams as needed
  • Provide secure testing conditions for all students who need a accommodations
  • Arrange accommodations for visitors such as place parking request and access to building as needed by providing security with visitor's name and times of arrival
  • Approve orders placed for food, Example special events, meeting's etc
  • As well as place orders as needed
  • Coordinate with the Administrator on Wilf/Beren faculty room assignments at start of each semester
  • Alerting the students that class will not be in progress
  • Collect from Faculty their course outlines/syllabi and ensure they are placed on Sy Syms hard drive
  • Perform other related duties as assigned

Experience & Educational Background:

  • Bachelor’s degree 
  • Minimum of four years of administrative experience are required
  • Equivalent combination of education and experience will also be considered

Skills & Competencies:

  • Must possess strong knowledge of Microsoft Word, excel and PowerPoint. May use other Microsoft programs as assigned
  • Must determine good judgment, initiative, and attention to detail
  • Must be able to effectively track time and resources to prioritize own work assignments
  • Must possess strong customer service, communication, and organizational skills
  • May be required to work independently and produce quality work from conception to completion on assigned projects
  • Use judgment and initiative in performing varied duties requiring a knowledge and understanding of the organization's program and procedures related to the work of the Supervisor

Salary Range:

$27.50 - $32.50 an hour

About Us:           

Founded in 1886, Yeshiva University (YU) has a strong tradition of combining Jewish scholarship with academic excellence and achievement in the liberal arts, sciences, medicine, law, business, social work, Jewish studies, education, psychology, and more. 

We are a leading global educational institution that employs 2,000 people across our various campus locations -- Wilf Campus, Beren Campus, Brookdale Center, Resnick Campus in the Bronx, the Gruss Institute in Jerusalem, the Boys High School in Manhattan and the Girls High School in Queens. From the distinguished faculty who teach here, to the dedicated staff, we work to fulfill our mission through all that we teach, by all that we do and for all those we serve.  We seek to attract and retain engaged and committed individuals who contribute to an exciting working environment, where there is a sense of community and belonging, balanced with a significant cross section of people from diverse backgrounds working and studying together.

The University offers an excellent compensation package, and a broad range of employee benefit plans, including immediate participation in the University’s retirement plan. Staff members are typically eligible for four weeks paid vacation each year and have access to a shuttle to nearby subway locations.

Equal Employment Opportunity:               

Yeshiva University is an equal opportunity employer committed to hiring minorities, women, individuals with disabilities and protected veterans.


Advertised: Eastern Standard Time
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