Administrative Assistant (de Seversky Mansion)

Administrative Assistant (de Seversky Mansion)

Job Location(s) US-NY-Old Westbury

Job ID

2023-3325

Division

NYIT de Seversky Mansion

of Openings

Position Type

Staff (Dining)

Type

Regular Full-Time

Category

Administrative / Clerical

Work Mode

Onsite

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.

New York Institute of Technology's deSeversky Mansion seeks an Administrative Assistant to assist and support the Dining Services department at our Long Island campus.

Reporting to the Sales & Events Manager, the Administrative Assistant will be responsible for the following :

Responsibilities

Handle call and email inquiries.

• Screen and record event inquiries through the property management software.
• Offer basic sales information to event inquiries by phone and email.
• Add client information for events to management program including but not limited to menus, floor plans, details, dietary restrictions and meal orders.
• Order Kosher meals as needed.
• Work a flexible schedule including weekends and some nights.
• Use the Oracle database system to insert all requisitions for purchase orders, attach all invoices to the PO, and submit to accounts payable for payment.
• Greet prospective guests
• Handle NYIT events coordination with guidance of Sales.
• Set up appointments for Sales Team at Team's discretion.
• Confirm all scheduled appointments and relay details to guests visiting the mansion.
• Follow daily work plans and tasks as created through reminders in the property management program.
• Use the property management program to answer general questions in regards to scheduled events including but not limited to vendor deliveries, date availability, etc.
• Collect and process any and all event deposits and verify that all monies are collected from clients in a timely manner, as well as in adherence to contractual guidelines.
• Maintain file system and organize all proposals, contracts, payments, events details and invoicing files.
• Process daily deposits, complete daily spreadsheet and send to Accounting Department.
• Submit all facilities requests in a timely manner.
• Pull weekly sales projections and actuals and provide to managers for analysis.
• Print event menus and station signs weekly for events.
• Assist Director of Campus Dining and Director of Dining Services with invoicing reconciliations.
• Manage office supplies needs for mansion and place orders when needed.
• Other duties as assigned.

Qualifications

High School diploma plus 2-3 years of administrative support experience required or

Associates degree plus 1-2 years of administrative support experience required.

BA preferred.

• 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.
• Excellent communication and listening skills.

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.

Other Information

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 $40,000.00 / Yr.

Maximum Salary

USD $47,000.00 / Yr.