EMPLOYMENT
Posting No.: 49-08

POSITION AVAILABLE

TITLE: Administrative Assistant/Receptionist, Corporate Affairs Division

REPORTING TO: Purchasing Administrator

GRADE: 4

STARTING SALARY: Low to mid $30s

LOCATION: One Dag Hammarskjold Plaza, New York, NY

ASSIGNMENT LENGTH: Indefinite

JOB DESCRIPTION

The primary responsibilities of the administrative assistant/receptionist are to provide administrative support to the purchasing administrator and to the Office Services department. Additional responsibilities include receiving visitors at the front desk, operating the main telephone switchboard and routing calls and/or taking accurate messages, and providing backup coverage to the morning receptionist.

Administrative Responsibilities

1. Update and maintain Office Services content on the Council’s intranet using RedDot.
2. Update emergency preparedness plan, floor charts, Welcome to NYC kits, and provide visitors' information.
3. Assist with mail preparation, sorting and disseminating incoming faxes, and so forth.
4. Receive and sign for mail, packages, and deliveries.
5. Provide assistance to the purchasing department in assigning purchase requisition numbers and updating the purchasing log and inventory database.
6. Provide general administrative support, including sending faxes and e-mails, photocopying, word processing, drafting and proofreading correspondence, and electronic communications.
7. Prepare weekly courier mail pouches to the Council’s international offices (currently 18 international offices) and the Council’s Washington, DC, office. This function serves to forward US postal and interoffice mail received at headquarters to the Council’s international and DC offices. Includes sifting through the mail, removing junk mail, sorting mail by international office and/or staff member, preparing detailed lists of outgoing contents of each pouch, addressing each pouch, and taking to Mail Center.
8. Follow up and track any pouch that has not been delivered to its destination. This may include direct communication with the respective courier company and/or international Council office.
9. Receive and distribute all weekly incoming pouches from international offices and DC office. Maintain detailed and dated log of all incoming pouches and contents.
10. Work cooperatively with staff members and visitors at all levels.

Reception Responsibilities

1. Courteously welcome visitors and guests at the front desk (main entrance): announce, assist, and direct visitors to the appropriate Council staff member.
2. Operate main telephone switchboard: answer telephone calls promptly, forward telephone calls to the appropriate staff member, take accurate telephone messages, and distribute messages to the appropriate staff members.
3. Screen visitors and phone calls where appropriate. Provide front desk security of premises and assist with emergency procedures.
4. Administer and maintain visitor badge distribution and daily visitors log.
5. Maintain front desk and reception area: straighten chairs, remove trash, and so forth.
6. Provide backup coverage for morning receptionist.

QUALIFICATIONS

1. Minimum of two years’ administrative experience.
2. Strong English-language communication skills—verbal, written, proofreading.
3. Excellent interpersonal skills and phone manner.
4. Demonstrated ability to work independently and as part of a team.
5. Strong service orientation.
6. Keen administrative and organizational skills; attention to detail and follow-through.
7. Strong ability to multitask and to work in a varied-pace environment with changing priorities.
8. Proficient in Microsoft Word, Excel, and PowerPoint; Access a plus. Knowledge of or willingness to learn RedDot required.
9. Prompt, courteous, reliable, and excellent attendance history.

APPLICATIONS

The Population Council is an international, nonprofit, nongovernmental organization that seeks to improve the well-being and reproductive health of current and future generations around the world and to help achieve a humane, equitable, and sustainable balance between people and resources. The Council conducts biomedical, social science, and public health research and helps build research capacities in developing countries. Established in 1952, the Council is governed by an international board of trustees. Its New York headquarters supports a global network of regional and country offices. We are seeking an individual to fill the position described. If you know of a qualified candidate or are interested in applying for this position, please send resume and cover letter referencing Job #49-08 to the attention of:

Benjamin Bilbao
Recruitment Manager
Population Council
One Dag Hammarskjold Plaza
New York, NY  10017

Fax: +1 646 277 8243
E-mail: jobs@popcouncil.org

The Population Council provides equal opportunity; it does not discriminate against any person with regard to age, color, creed, national origin, disability, political belief, veteran status, religion, marital status, gender, gender identity, or sexual orientation. Decisions on employment are based on an individual’s qualifications as related to the position for which s/he is being considered. The Council has an affirmative action program and especially encourages applications from qualified women and members of minority groups. The Population Council is international in the composition of its board of trustees and its staff, as well as in the nature and deployment of its activities.

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This page updated 10 October 2008

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