• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: NYSPI
• Salary Range: $62,400-$70,000

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: NYSPI
• Salary Range: $62,400-$70,000

Position Summary

At the Stavros Niarchos Foundation (SNF) Center for Precision Psychiatry & Mental Health, we envision a near future when mental illness is treated in novel, targeted, and tailored ways, based on a new understanding of how mental illness develops and persists, unique to each individual. Our mission is to apply advances in neuroscience, technology and precision medicine to psychiatry; to create breakthroughs that further our understanding of the biological causes and underpinnings of mental illness; and to discover treatments that alleviate suering from conditions previously considered untreatable. By addressing biological causes, and identifying genetic and other biological markers, the SNF Center will eliminate the stigma of mental illnesses and address societal disparities by ensuring equitable access to breakthrough Precision Psychiatry treatments.

The Administrative Coordinator will provide comprehensive administrative support to the leadership team and lab members of the SNF Center. This role entails ensuring that leadership team members are provided necessary support to ensure smooth operation of Center activities. The incumbent will also assist the Center Co-Directors, Chief of Sta, and Department Administrator in scheduling, coordinating meetings, hosting visitors, and managing general administrative tasks. The ideal candidate will be highly organized, detail-oriented, and possess strong communication skills.

The SNF Center is proudly an equal opportunity employer and is committed to building a diverse team. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they have every one of the qualifications listed. We are dedicated to finding the best candidate for the job. Our hiring process is centered on assessing candidates with diverse lived experiences. We would encourage you to apply, even if you don't believe you meet every one of our qualifications described.

Responsibilities

General Administration

• Provides general administrative support to the Center's leadership team, staff, and research programs. Greets visitors to the SNF Center and directs to appropriate hosts.
• Provide direct administrative support for the leadership team; assist in managing calendars, coordinating meetings and assisting with travel arrangements/reimbursements.
• Manages office areas (on both the Medical Center and Manhatanville campuses) acting as the initial point of contact for all scheduled or unannounced visitors, and phone calls, responding to inquiries and/or redirecting, as necessary.
• Utilizes discernment and an understanding of the office's key functions to ensure messages are delivered to the appropriate parties in a timely fashion.
• Monitors Center email and voicemail and directs messages as appropriate.
• Assists with Center meetings, seminars, workshops/conferences, special events, and other social/academic/administrative gatherings.
• Responsible for reserving appropriate venues, reserving accommodations for visitors and participants, ordering catering, and overseeing other logistical issues to ensure successful events.
• Takes notes at key gatherings for distribution to leadership team members.

Business Operation

• Serves as point of contact for Facilities and IT on routine office and lab maintenance requests by submitting work orders, tracking status of maintenance requests, and ensuring timely resolution.
• Acts as Center business/purchasing transactor, including but not limited to: Submitting purchasing requisition, Tracking purchasing orders, Processing vendor invoices, Processing business and travel expense reimbursements, Managing and reconciling department purchasing card (P-Card), Submitting payroll uploads, and Completing any necessary documents to meet the university purchasing guidelines.
• Ensures all transactions are in compliance with university finance policies and procedures, including appropriateness of the purchasing request, uploading receipts, monthly reconciliation of expenses, and responding to and resolving audit inquires.
• Assists with update and maintenance of the Center's web page and manages Center's online and shared accounts.
• Assists in creating engaging and compelling content for our social media channels, while also providing production support on larger creative projects.
• Coordinates with Department Administrator in maintenance of Center's human resources practice, such as timesheet collection, union staff time keeping, new hire procedures, mandatory trainings, etc.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent and strong related experience.

Preferred Qualifications

• Demonstrated experience and proficiency with Microsoft Office suite including Word, Excel, PowerPoint, and Outlook, Adobe Acrobat Pro, and other desktop publishing and database software.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Experience working in academia or education environment.
• Experience with social media platforms.
• Have strong creative skills, with a keen eye for design and aesthetics with proficiency in graphic design and photo/video editing software.

Other Requirements

• Excellent interpersonal, organizational, written, and verbal communication skills.
• Excellent attention to detail and ability to track and follow through on tasks.
• Ability to interact effectively with staff and management at all organizational levels.
• Ability to communicate clearly and accurately in a pleasant, courteous manner with both internal and external contacts.
• Ability to handle confidential information with exceptional judgment and discretion.
• Highly organized, with the ability to set priorities, handle multiple assignments, and work with diplomacy and efficiency in a highly pressured environment.
• Available to support special events during evening and weekend hours, on occasion.