Facilities Assistant (Part-Time)

The New York Academy of Sciences; New York (NY); On-site; USD 26,174 - 30,307; Part time

Job summary

The New York Academy of Sciences is seeking a Part-time Facilities Assistant to help keep our offices clean, safe, and welcoming for staff, members, visitors, and events. You will support logistics, mail, pantry, and meeting setups, coordinate with vendors, and assist with moves and space configuration.

Work hours align with standard business days; onsite in Lower Manhattan, up to 20 hours per week with flexible scheduling based on departmental needs.

Qualifications

• Strong organizational and time-management skills with excellent attention to detail.
• Effective interpersonal and communication skills.
• Commitment to providing outstanding internal customer service.
• Ability to work independently, prioritize multiple tasks, and proactively address operational needs.

Responsibilities

• Maintain a clean, safe, organized, and welcoming office environment, including common areas, kitchens, conference rooms, storage areas, and workspaces; perform light housekeeping tasks between scheduled building cleaning services.
• Monitor, replenish, and organize pantry, office, and facilities supplies to ensure uninterrupted daily operations.
• Receive, sort, distribute, and prepare incoming and outgoing mail, packages, and shipments; maintain organized shared storage areas.
• Set up, reconfigure, and break down meeting rooms and event spaces for staff meetings, workshops, and Academy events.
• Assist with office moves, workstation setups, furniture relocation, and other workspace changes.
• Serve as the day‑to‑day liaison with building management, vendors, and service providers to coordinate facilities requests and ensure timely resolution of operational issues.
• Conduct routine office inspections to identify maintenance, safety, or operational concerns and communicate issues to the appropriate parties.
• Process facilities‑related invoices, maintain operational records, and perform administrative support activities necessary to ensure the efficient operation of the Facilities function.
• Serve as Fire Warden

Skills

Organizational skills

Time management

Interpersonal skills

Communication skills

Customer service

Independent work

Multitasking

Education

High school diploma

Tools

Microsoft Office

Job description

ABOUT THE NEW YORK ACADEMY OF SCIENCES

The New York of Academy of Sciences is an independent, not-for-profit organization that since 1817 has been committed to advancing science for the benefit of society. With more than 20,000 Members in 100 countries, the Academy advances scientific and technical knowledge, addresses global challenges with science-based solutions, and sponsors a wide variety of educational initiatives at all levels for STEM and STEM related fields. The Academy hosts programs and publishes content in the life and physical sciences, the social sciences, nutrition, artificial intelligence, computer science, and sustainability. The Academy also provides professional and educational resources for researchers across all phases of their careers. Please visit us online at www.nyas.org

JOB TITLE: Part-Time Facilities Assistant

DEPARTMENT: Facilities

REPORTS TO: SVP, Operations & Project Development

SUMMARY:

The Facilities Assistant helps ensure that the Academy's offices remain clean, organized, safe, and welcoming for employees, members, visitors, and event participants.

Working closely with the Operations team, the Facilities Assistant provides hands‑on support for office logistics, mail services, pantry and supply management, meeting and event setup, vendor coordination, and general facilities operations. This position is ideal for someone who enjoys a variety of responsibilities, takes initiative, and takes pride in maintaining an efficient and professional workplace.

ESSENTIAL DUTIES:

• Maintain a clean, safe, organized, and welcoming office environment, including common areas, kitchens, conference rooms, storage areas, and workspaces; perform light housekeeping tasks between scheduled building cleaning services.
• Monitor, replenish, and organize pantry, office, and facilities supplies to ensure uninterrupted daily operations.
• Receive, sort, distribute, and prepare incoming and outgoing mail, packages, and shipments; maintain organized shared storage areas.
• Set up, reconfigure, and break down meeting rooms and event spaces for staff meetings, workshops, and Academy events.
• Assist with office moves, workstation setups, furniture relocation, and other workspace changes.
• Serve as the day‑to‑day liaison with building management, vendors, and service providers to coordinate facilities requests and ensure timely resolution of operational issues.
• Conduct routine office inspections to identify maintenance, safety, or operational concerns and communicate issues to the appropriate parties.
• Process facilities‑related invoices, maintain operational records, and perform administrative support activities necessary to ensure the efficient operation of the Facilities function.
• Serve as Fire Warden

GENERAL RESPONSIBILITIES:

• Provide courteous and responsive customer service to employees, visitors, vendors, and building staff.
• Support Academy meetings, programs, and special events by assisting with operational logistics as needed.
• Maintain inventory records and recommend replenishment of supplies and equipment.
• Follow Academy policies, workplace safety procedures, and applicable security protocols.
• Operate office equipment and technology used to support facilities and administrative functions.
• Work collaboratively with colleagues across departments to support organizational operations.
• Exercise sound judgment, initiative, and attention to detail while managing multiple priorities.
• Perform other related duties and special projects as assigned to support the efficient operation of the Academy.

SUPERVISORY RESPONSIBILITY

None

REQUIREMENTS

• High school diploma or equivalent.
• One or more years of experience in facilities, office services, administrative support, hospitality, or a related operational role.
• Strong organizational and time‑management skills with excellent attention to detail.
• Ability to work independently, prioritize multiple tasks, and proactively address operational needs.
• Effective interpersonal and communication skills.
• Basic proficiency with Microsoft Office (Outlook, Word, and Excel) or similar office software.
• Commitment to providing outstanding internal customer service.

PREFERRED

• Experience working in a nonprofit, educational, corporate office, or event environment.
• Experience coordinating vendors or facilities service requests.

WORK SCHEDULE AND ENVIRONMENT

The Academy operates during standard business hours Monday through Friday from 9am-5pm ET.

This is an onsite position based at the New York Academy of Sciences' offices in Lower Manhattan. The Facilities Assistant is expected to work up to 20 hours per week during regular business days. The schedule is flexible and will be determined based on departmental needs. Occasional flexibility may be required to support meetings, special events, or operational priorities.

PHYSICAL REQUIREMENTS

This position requires regular physical activity throughout the workday, including frequently standing, walking, bending, reaching, and moving throughout the office. The incumbent must be able to lift and carry boxes, office supplies, and equipment weighing up to 30 pounds, as well as assist with moving office furniture, meeting room tables and chairs, and other equipment necessary to support daily operations and Academy events. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

COMPENSATION & BENEFITS

Salary Range: $19.00- $22.00 per Hour. This is a part‑time, non‑exempt position. The salary listed represents a target range; final compensation will be determined based on multiple factors, including experience and qualifications.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

The New York Academy of Sciences is an Equal Opportunity Employer and is committed to compliance with all applicable federal, state, and local employment laws. We prohibit discrimination in all aspects of employment, including recruitment, hiring, promotion, compensation, benefits, training, and termination, on the basis of any legally protected characteristic. This includes, but is not limited to, actual or perceived race, color, creed, religion, national origin, sex, gender identity or expression, sexual orientation, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by law.

The Academy is also committed to making good faith efforts to recruit applicants from a wide range of backgrounds, experiences, and perspectives, including those historically underrepresented in the sciences.

REASONABLE ACCOMMODATIONS

The Academy is committed to providing reasonable accommodations to qualified individuals with disabilities and applicants with disabilities throughout the recruitment and employment process, in accordance with the Americans with Disabilities Act (ADA) and other applicable laws. If you need assistance or accommodations during the application or interview process, please contact Human Resources at [e-mail]