Office Administration Assistant

Job Summary:

 

The responsibilities of this position span several areas:  Administration, general Operations, and Information Services support. The Administrative responsibilities include all purchasing of general office supplies and materials for the NY office, other administrative support for the Office Administrator as needed, and reception duties when the Office Assistant is not available.  The Operations responsibilities include as needed tasks and projects supporting the Executive Assistant to the COO/CIO and other staff, at the direction of the Executive Assistant. . The IS responsibilities include providing  the NY office with user desk side support as directed by the central IS Helpdesk in New Jersey, AV support, maintaining IS supplies and inventory, and coordination with outsource partners.  Excellent communication and flexibility among administration, operations and IS functions is essential. 

 

Major Responsibilities:

 

1.          Office Administrative Support Establishes and creates POs and/or corporate purchase card charge agreements for lunch vendors to be used by all New York office staff; serving as one of two Lawson ‘super users’ in NY office Prepares requisitions and purchase orders as requested Maintains NY and NJ Directories Updates Inventory Lists or other lists as requested Updates conference call service accounts to reflect staff changes Prepares documentation, floor plans, etc. having to do with office procedures, security, and/or equipment Serves as a back-up to the Office Administrator for administration of the computer controlled office Security System Serves as one of a defined list of emergency contacts for computer room temperature monitoring company Assists Office Administrator with special projects Fills in for Office Administrator as needed Relieves Office Assistant for his/her lunch break or absence, directing guests or visitors to the appropriate office, conference room, or waiting area; managing delivery and service personnel. Insures sufficient printer supplies are on hand and replaces printer toner cartridges and paper supply as needed. Serves as a back up to the Office Assistant in administering the supplies for copiers and fax machines Provides general office and facility administration support. Fills in as necessary as directed by the Executive Assistant.

 

2.   Information Services Support: Serve as the “in residence” IS liaison, as appropriate and at the direction of the IS Operations Manager and the IS Helpdesk. Encourage all users to contact the Helpdesk for IS support needs.  Support all AV requests and troubleshoot AV problems; coordinate A/V support for all presentations in Board Room and Glass Room; assure all materials that are needed are ready to go prior to the start of a presentation.  Insure Program Assistant staff is trained and well versed in all A/V and presentation support requirements. Train new hires on office procedures and equipment. Inform the IS Helpdesk of user, hardware, or software problems and issues. Manage and update internal conference call technology user information monthly. Coordinate schedules and facilitate outsourced IS work in NY office. Coordinate and supervise outside vendors for maintenance and deliveries. Assist in the deployment and testing of new software and hardware. Assist with end-user moves, disconnects, reconnects and testing PCs, laptops and other devices.

 

Preferred Qualifications: Associate’s or Bachelor’s Degree Some related work experience. Strong computer skills in Microsoft Office Suite,  email and internet and general familiarity and comfort with technology in general. Strong knowledge of AV equipment and use of it. Ability to manage several projects simultaneously. Strong organization skills with strong attention to detail. Problem solving skills. Strong interpersonal and oral communication skills. Self starter with the ability to take initiative. Excellent customer service skills. Flexibility, adaptability and a sense of humor.

 

 

Application Process

 

Please Include on cover page: Attention NY Office Admin Asst Recruiter

 

E-Mail:     HR@ddcf.org

 

Address: DDCF

            Attn: NY Office Admin Recruiter

            80 Route 206 South

            Hillsborough, NJ 08844

 

Fax:        908 722 2872