Administrator

About the role

The Administrator plays a key role in supporting the day-to-day operations of the Office of the Secretary, reporting to the Principal Business Manager. This position provides Board Meeting support and 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 coordination of the Commuter Benefit program for the Office of the Secretary and certain Executive floor staff
• Administer Board Room reservations process
• Prepare the agency’s 25-year and 50-year service anniversary letter program
• Assist with coordination of logistics for all Board and Committee meetings
• Manage the physical offices of the Secretary’s Office and certain Executive Offices and conference rooms on the 23rd Floor, including a myriad of services provided to executive staff and office space services
• Prepare agenda for unit and department meetings, catch-ups, staff and quarterly events
• Procure all office supplies and general office products
• Coordinate 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 preparation and monitoring of the Office of the Secretary and Executive Offices’ budgets
• Process all vendor payments, procurement card coordination and reconciliation
• Review and process departmental travel and other related administrative responsibilities
• Perform special projects and other related duties as assigned and requested by leadership
• Serve as Business Continuity Plan Coordinator

Minimum Qualifications

• Bachelor’s degree in Business Administration, Human Resources or related discipline from an accredited college or university, or three years of 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

• 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
• 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
• Experience assisting with logistical planning for large-scale meetings
• Strong working knowledge of SAP and PeopleSoft
• Flexibility, detail orientation, excellent follow-up and communication skills
• Proficiency with Microsoft Office programs, including Word and Excel

Compensation

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:

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