Departmental Coordinator (Ref# SJ041)

  • State of New york
  • 21 Warren St, New York, NY 10007
  • Full-Time

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Minimum Qualifications EDUCATION & REQUIREMENTS:

Equivalent Education Level required: Must have High School diploma or equivalent.

Experience required: 5+ years of administrative experience within a corporate office environment.

Knowledge Required: Excellent communication skills - both written and verbal. Knowledge of MS Office: with excellent Microsoft Word skills required, plus Excel and PowerPoint. Excellent follow-up skills. Ability to multi-task. Able to handle own correspondence, when directed.

Duties Description BASIC FUNCTION: Provide administrative support to Contract Administration Department. Act as liaison between administrative/official, professional and support staff, ensuring that information is adequately communicated in order to assist staff with the daily operational function of the office.


* Maintain a filing system; set up meetings and make appointments; answer telephones; copying/scanning/printing; open mail and respond to general needs of the Corporation.
* Arrange and schedule meetings, travel as necessary; organize and submit expense reports for Department.
* Answer telephones in a professional and courteous manner, take accurate phone messages, respond to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
* Scan documentation/save electronic files in respective project folders. This includes disassembling documents, copying/scanning all materials, and reassembling documents back to original format for filing of original materials.
* Coordinate vacation schedule for the department support staff and always ensure adequate coverage.
* Coordinate and schedule monthly department staff meetings, as requested by management.
* Manage PeopleSoft contract workflow and assign contract tasks to department staff.
* Check all invoices for accuracy and valid signatures prior to department head's approvals, as assigned.
* Auditing and coding non-contractual invoices up to $5,000 for contract compliance, and other administrative items.
* Assist with the filing of Contracts, Loans & Grants contracts to OSC.
* Assist with posting award notifications in the NYS Contract Reporter.
* Distribute insurance certificates to appropriate parties.
* Assist other support staff in the department/division in the Corporation, as required.
* Maintain department supplies as necessary.
* Complete projects, tasks and other duties as assigned by the Vice President or Assistant Vice President of Contract Administration.

Additional Comments -Salary commencing at specified amount

* Comprehensive benefits package
* We are an Equal Opportunity Employer committed to diversity*

* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.