Administrative Coordinator - New York City Office

Posting Details

Posting Details

Title Administrative Coordinator - New York City Office Posting Number S00948JP Department Investments Job Summary
The Bowdoin College Investments office, located in midtown New York City, is responsible for managing the College’s $2.7 billion endowment which supports a substantial portion of the College’s spending. The Investments team is seeking a dynamic Office Manager & Administrative Coordinator to work in the New York City office in executing the important behind-the-scenes administrative functions that keep the office functioning efficiently. The Office Manager & Administrative Coordinator is an integral team member serving as a liaison between the team in New York City and the Operations team in Maine.

Benefits:

• Pay: $30.00 – $38.00/hour based on experience
• Bonus Potential
• Monday to Friday – 37.5 hour work week – 7.5 hours per day, with some limited overtime as needed
• Some opportunity for Hybrid work
• Health, Dental, and Vision Insurance
• Paid Time Off
• Additional details about our benefits package can be viewed online - https://www.bowdoin.edu/hr/benefits-perks/index.html

Responsibilities:

Office Management -

• Provide professional telephone and office reception.
• Maintain office, including requests for repairs and maintenance of office equipment and building issues.
• Serve as primary liaison between New York and Maine Operations Office.
• Monitor office supplies and order as necessary.
• Maintain and update contacts.
• Write and maintain procedures for office tasks.

Calendar and Travel -

• Maintain calendar and scheduling for the Investments team.
• Assist with expense management and travel reimbursement.
• Coordinate travel options and arrangements, including air travel, hotel reservations, and ground travel.

Document Management -

• Communicate with specific managers as well as create mail merges for large scale communications.
• Prepare documents for mailings: including formatting, copying, binding and distribution.

Education/Skills Requirements
The ideal candidate will be self-directed professional and willing to step in to do whatever might need to be done to support this small office, with a strong sense of teamwork. The ability to move from one priority to another, completing simple tasks like ordering supplies, to more complex tasks such as compiling materials for board presentations, to providing exceptional customer service either on the phone or in person, is required. This position must be able to respect confidentiality and understand the importance of discretion regarding sensitive information. Strong organizational skills and the willingness to pitch in to perform duties that arise in a small office where keeping track of deadlines, follow-up, reliability, and courtesy are most important in this role.
High school diploma required, a college degree is preferred. Experience Requirements and/or Equivalents
Prior demonstrated experience with administrative duties to include phones, calendaring, correspondence, processing expenses, and proficiency with Microsoft Office – Word, Excel, PowerPoint, Outlook, etc. is required. An aptitude for other computer software is strongly preferred. Candidates must be professional and comfortable working in an office that deals with finance and numbers, understanding the need for accuracy and organization. Excellent written and verbal communication skills are essential.

Standard Work Days and Hours
The Office Manager & Administrative Coordinator will work in the New York City Office located at 410 Park Ave. The hours for this position are from Monday to Friday – 37.5 hour work week – 7.5 hours per day, with some limited overtime as needed, a one half hour lunch period, and a need for flexibility to be in earlier or stay later on occasion.

This position may be able to work a hybrid (some days in the office and some days at home) schedule but will require the flexibility to be in the office on any day of the week as needed.

About Bowdoin
Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staff—with a variety of racial, ethnic, cultural, and socioeconomic backgrounds; religious beliefs; and gender identities, among other factors.

We encourage applications from candidates committed to the support of an inclusive campus community and those who will enrich and contribute to the College’s multifaceted diversity. We value a community in which individuals of all backgrounds are warmly welcomed and encouraged to succeed.

Founded in 1794, Bowdoin has maintained its commitment to the liberal arts for well over 200 years. Bowdoin’s reputation as a preeminent liberal arts college rests on the excellence of its faculty, students, and staff; intimate size; strong sense of community; and connections to the people, history, and natural beauty of Maine.

Bowdoin’s campus is situated in a beautiful natural setting. Located in Brunswick, Maine, a town of approximately 20,000, the College is a short drive from the Maine coast, twenty-five miles from Portland and 120 miles from Boston. Shift First Shift Employment Category Full Time Year Round FTE 0.94 Benefits Eligible Yes Pay Type Hourly Background Check Package Requirements Support Staff + Credit Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job? No Is a pre-placement physical required for this position? No Posting Date 05/13/2022 Applications Accepted Until Open Until Filled No Type of Posting Internal/External Special Instructions to Applicants
The Office Manager & Administrative Coordinator will work in the New York City Office located at 410 Park Ave EEO Information
Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses. Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this position?
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   • InsideHigherEd.com
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   • Maine Job Link
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2. If you answered Employee Referral or Other, please specify here:
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume / Curriculum Vitae
2. Cover Letter

Optional Documents