Administrative Assistant, Kakos Hayden Hall Departments Position Available In Bronx, New York

Administrative Assistant, Kakos Hayden Hall Departments
Manhattan University
in Riverdale, NY

Apply Now Type:

Full-Time

Salary:

$51,000 – $54,000

Posted:

06/23/2025

Application Due:

Open Until Filled

Category:

Administrative Assistants Position Title:

Administrative Assistant, Kakos Hayden Hall Departments Position Reports To:

 Faculty Chairs of Departments housed in

Hayden Hall Unit:

Kakos School of Arts and Sciences Subunit:

Dean’s Office Salary:

$51,000 – $54,000 About the

The Kakos School of Arts and Sciences:

The Kakos School of Arts and Sciences is a vibrant, interdisciplinary community of student and faculty scholars working together to advance excellence in research, teaching, and learning. We combine Lasallian values with a person-centered approach to education to cultivate transferable critical thinking and scientific inquiry skills.

For More Information Please Visit:

 https://manhattan.edu/academics/schools-and-departments/kakos/index.php

Position Summary:

This position provides administrative support for the Kakos Departments located in Hayden Hall. Primary responsibilities are to the Department of Mathematics and Physics and the Department of Computer Science. Also provides on-site support to the Chemistry faculty housed in Hayden Hall. The individual serves as the key front-facing position, initial point of contact for students, faculty, staff, and community members seeking information about or assistance with the academic units for which they are responsible. The individual must demonstrate strong organizational skills, attention to detail, and independent problem-solving abilities, with a proactive approach to anticipating the needs of department chairs, faculty, and students. This is an in-person non-remote position.

Responsibilities:

First point of contact for students in academic departments.
Assist students by providing guidance to the appropriate offices, forms, and processes.
Coordinate and maintain inventory of supplies, computer equipment, copy paper, and furniture.
Manage physical plant requests and copy machine maintenance.
Handle travel arrangements and process reimbursements (check requests).
Collect syllabi and office hours from each department.
Maintain up-to-date bulletin boards with important notices; handle telephone directory updates and respond to daily email inquiries.
Schedule rooms for meetings and other events
Coordinate book orders for each semester (including managing the in-house book order process for laboratory courses), desk copies of textbooks for instructors.
Accurately document and maintain minutes at all faculty meetings and post approved minutes to a common location that is accessible to all Department members.
Support a paperless environment for all Kakos business.
Provide technical support for department chairs and faculty.
Assign faculty advisors to students in Banner.
Organize and manage all administrative details for chairpersons and coordinate the daily workflow of each department.
Coordinate and prioritize faculty requests; occasionally proctor exams for individual students.
Manage and supervise student workers and graduate assistants.
Responsible for approving time sheets and other associated supervisory workflow.
Assist with gathering data needed for various reports; budget reports, enrollment reports, etc.
Full time faculty job searches: Handle reservations and logistics for candidate visits, including scheduling lunches and dinners, booking rooms for presentations, posting flyers, arranging hotel accommodations, and occasionally escorting candidates to interviews with the Dean and Provost.
All job searches: Collect and organize applicant information from the Applicant Tracking System posting website and create electronic shared folders for each applicant.
Provide search committee (and faculty, when relevant) access to the folders.
Collect and add letters of recommendation to each folder for each applicant.
Prepare electronic forms for new faculty, new adjuncts and returning adjuncts in advance, (changes may occur due to scheduling and other circumstances, these e-forms typically require revision before the start of each semester).
Organize and plan for all department events (scheduling rooms, equipment, lunch, dinner, etc.).
Other duties as assigned.

Qualifications:

Associate’s Degree, vocational or technical school degree required; Bachelors degree preferred.
Minimum 3 years of administrative experience.
Excellent communication and interpersonal skills
Customer service experience.
Demonstrated attention to detail, strong interpersonal skills, and organizational skills.
Possess complete proficiency and self-assurance using Microsoft Office suite, shared drives, e-signature platforms, and email/calendar systems.
Must demonstrate adaptability and the ability to learn new digital tools quickly and independently.
Familiarity with, or readiness to learn, additional institutional platforms such as Banner, Coursedog, Moodle, and Unimarket. Founded in 1853, Manhattan University is an independent Catholic Lasallian institution located in Riverdale, NY that embraces students of all faiths, cultures, and traditions. The mission of the University is to provide a dynamic student-centered educational experience that prepares graduates for lives of personal development, professional success, civic engagement, and service to their fellow human beings. We expect our faculty, administration, and staff to be knowledgeable about our mission and to make a positive contribution to the mission. Applicants from historically under-represented segments of the population are encouraged to apply, as well as those attracted to a university with a Catholic identity. We are committed to a diverse campus community. AA/EO Employer M/F/D/V Manhattan University is committed to ensuring equal access to its educational programs and employment opportunities without regard to race, color, creed, religion, ethnicity, national origin, sex/gender identity/expression, sexual orientation, marital/partnership status, disability, age, citizenship status, veteran status, predisposing genetic characteristics, caregiver status, credit history, arrest/conviction record, unemployment status, status as a victim of domestic violence, sexual violence, or stalking, or any other legally protected status. This policy adheres to the requirements of Title Seven, the Civil Rights Act of 1964, and Federal Executive Orders 11246 and 11375, and seeks to implement the objective and methods set forth in the Department of Labor. Americans with Disabilities Act of 1990 Section 504 of the Rehabilitation Act. Equal opportunity can only be achieved through demonstrated cooperation from all members of the Manhattan University Community. We as a University Community must always demonstrate sensitivity and respect for our co-workers, colleagues, students, visitors and alumni…of diverse cultural background. All employees are expected to make every reasonable effort to carry out the Affirmative Action plans of the University. Historically, Manhattan University was founded by the Christian Brothers. Due to the significant shortage of Christian Brothers, Manhattan University gives special consideration to qualified Christian Brothers when filling vacant positions.
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