Administrator

The Port Authority of New York & New Jersey; World Trade Center (NY); Hybrid; USD 58,000 - 93,000; Full time

Job summary

The Port Authority of New York & New Jersey is seeking an Administrator to support the Office of the Secretary, reporting to the Principal Business Manager. The role covers board meeting coordination, HR transactions, budgeting support, and facility/logistics management on the 23rd floor.

Responsibilities include HR onboarding, procurement, travel review, and special projects. The ideal candidate will have a bachelor’s degree or equivalent experience and strong interpersonal and communication

Qualifications

• Bachelor’s degree in Business Administration or related field or 3 years administrative experience.
• Knowledge of Port Authority policies and procedures in administration, human resources, labor relations, staffing, budgeting, and audit procedures.
• Experience with HR functions within PeopleSoft, SAP, Budget Pro, and Microsoft Office Suite.
• Must meet performance standards and have completed all probationary periods.

Responsibilities

• Support day-to-day operations of the Office of the Secretary.
• Provide Board Meeting support and logistics for meetings and committees.
• Assist with personnel functions including onboarding, timekeeping, and HR transactions.
• Assist in budgeting, procurement, and vendor payments processing.
• Coordinate office logistics, travel arrangements, and space management.
• Serve as Business Continuity Plan Coordinator.

Skills

Organization

Multitasking

Communication

Discretion

Time management

Project coordination

Education

Bachelor's degree in Business Administration

3 years administrative/business management experience

Tools

PeopleSoft

SAP

Budget Pro

Microsoft Office Suite

Job description

Description

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.

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

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.