Easter Seals Jobs

Required Qualications (as evidenced by an attached resume):
HS Diploma/GED. Five (5) years of full-time administrative experience to include customer service experience. Experience with Microsoft Office Suite and/or Google Workspace.

Preferred Qualications:
Additional years (6+) of full-time demonstrated administrative experience which may include bookkeeping, purchasing, data entry, scheduling and/or customer service experience. Experience working in one of the following areas: incubator or accelerator, higher education, or non-profit organization. Demonstrated expertise of Google services (drive, calendar, etc.), QuickBooks, other business-related software platforms.

Brief Description of Duties:
The Administrative Assistant must have excellent interpersonal and organizational skills. Working knowledge of Microsoft Oce Suite, Google Drive is essential for this position. The successful incumbent will maintain a high level of professional maturity. Must be highly organized, detail oriented and willing and able to learn new processes quickly. Candidates must also be able to work on multiple projects simultaneously and handle frequent interruptions professionally. The Administrative Assistant must have the ability to effectively communicate.

FRONT DESK AND CUSTOMER SERVICE

The incumbent will greet tenants and visitors and oer a high level of customer service. Help to address unanticipated needs from LIHTI tenants and seek the assistance of Operations Manager as needed. Coordinate basic shipping and receiving needs of tenant companies and couriers.Ensure the Aliate ID card information is kept current and new card needs are met in a timely fashion. Maintain neat and orderly the mailroom, reception area, lobby, conference rooms and shared work areas. Report any facility or tenant use issues to the Operations Manager. Must maintain a patient and cordial approach to customer service.

ACCOUNTS RECEIVABLE AND PURCHASING

The incumbent will process tenant rent check transmittals and deposits, including entering payments into QuickBooks. Submit LIHTI vendor payments and record all transactions in QuickBooks. Organized record keeping of all financial transactions and backup is a must.

DOCUMENT AND DATA COLLECTION AND TRACKING

The incumbent will assist across the organization in acquiring and maintaining good information sets across numerous areas of operations. This will involve direct communication with incubation companies and colleagues while performing data entry into multiple data or le systems in an organized fashion. Maintain up to date tenant lease and insurance records in Google Drive.

SCHEDULING

Assist LIHTI management by coordinating the scheduling of meetings, phone calls, events, reservations, and other operational aspects of business using Google calendar system and web-based scheduling tools such as Doodle.

EVENT COORDINATION

Assist management in the event planning process, including site setup, breakdown, purchasing, and routine communications and announcements.

FACILITIES SUPPORT

Assist Operations Manager with routine building maintenance coordination and oversight. Accompany inspectors on walk-through inspections, including Environmental Health & Safety, re marshals, pest control vendors, etc. Report facility issues to the Operations Manager.

Other duties as assigned.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.