Administrator

About the Role

The Administrator plays a key role in supporting the day-to-day operations of the Office of the Secretary. Reporting the Principal Business Manager, This position provides Board Meeting support, comprehensive administrative and business management support to the unit.

Responsibilities

• Assist in the administration of all personnel functions including but not limited to HR transactions; on-boarding, access; relocation, training and employee recognitions, timekeeping, tuition reimbursements and petty cash Contractor/Consultant module set-up and maintenance and the coordination of Commuter Benefit program for Office of the Secretary and certain Executive floor staff
• Administer Board Room reservations process
• Preparation of the agency’s 25-year and 50-year service anniversary letter program
• Assist with coordination of logistics for all Board and Committee meetings
• Assist in the management of the physical offices of the Secretary’s Office and certain Executive Offices and conference rooms, located on the 23rd Floor, which includes a myriad of services provided to the executive staff, as well as office space services
• Prepare agenda for unit and department meetings, catch-ups, staff and quarterly events
• Procurement of all office supplies and general office products
• Coordination of deliveries, messenger services and Vehicular Security Center reservations
• IT Coordination, process technology requests for equipment and software, close-outs, hard drive removals and other processes as needed
• Support with the preparation and monitoring of the Office of the Secretary and Executive Offices’ Budgets
• Processing of all vendor payments, procurement card coordination and reconciliation
• Review and process departmental travel and other related administrative responsibilities
• Assist in the administration of all personnel functions including but not limited to HR transactions; on-boarding, access; relocation, training and employee recognitions
• Perform special projects and other related duties as assigned and requested by leadership
• Business Continuity Plan Coordinator

Minimum Qualifications

• Bachelor’s degree in Business Administration, Human Resources or related discipline from an accredited college or university or 3 years increasingly responsible administrative/business management experience.
• Demonstrated knowledge of Port Authority policies and procedures, specifically as they relate to administration, human resources, labor relations, staffing, budgeting, and audit procedures.
• Demonstrated experience with Human Resources functions within PeopleSoft, SAP, Budget Pro, and Microsoft Office Suite.
• Must meet performance standards and have completed all probationary periods. Applicant’s job performance, including an attendance review, will be reviewed in accordance with Port Authority policy.

Desired Qualifications

• Demonstrated ability to work independently, organize work, prioritize multiple concurrent assignments within strict deadlines, and work under pressure
• Knowledge of the Port Authority’s organizational structure, policies and procedures
• Strong interpersonal, oral, and written communication skills
• Demonstrated ability to exercise good judgment and discretion in handling confidential information
• Proven history of managing multiple projects simultaneously while supporting daily office operations
• Knowledge of departmental budget process is desirable
• Experience in assisting with logistical planning for large-scale meetings
• Demonstrated strong working knowledge of SAP and Peoplesoft
• Flexibility
• Detail oriented
• Excellent follow up and communication skills
• Proficiency with Microsoft Office programs, including Word and Excel

Selection Process

The application process varies by position, but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s).  Selected candidates who are made a conditional job offer will be asked to undergo a background check.

Compensation, Benefits & On-Site Collaboration Requirements

The Port Authority of New York and New Jersey offers a competitive benefits package and a professional environment that supports development and recognizes achievement.​ Click here for more information about benefits, our culture, and career development opportunities.​

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The Port Authority of New York and New Jersey anticipates that the actual salary offered to a successful candidate will depend on aspects such as experience, knowledge, skills, abilities, and internal factors. The expected compensation range for this role is:​

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Minimum: $58,292 Midpoint: $75,796   Maximum: $93,288​

In accordance with Port Authority policy, this position permits employees to work remotely a maximum of one day per week, subject to operational and business needs.