Administrative Coordinator

Description

Position at The Port Authority of NY & NJ

About the Role :

Reporting to the Chief of Staff, the successful candidate will be responsible for maintaining comprehensive project coordination, ensuring seamless training operations, compliance with regulatory guidelines, and efficient execution of workforce diversity initiatives. The position also supports administrative and strategic functions, maintains confidentially, and works closely with leadership to uphold the agency's commitment to diversity, equity, and inclusion.

Key Responsibilities :

Project & Records Management :

Administer and maintain a variety of record-keeping processes across multiple systems in compliance with federal guidance and department practices. This includes managing physical and digital EEO case files, groom & garb accommodation case folders, case file manifests, and other key records in HPE Records Manager, Salesforce, and the EEO SharePoint site. Ensure the confidentiality and security of all case information, adhering to Port Authority and federal regulations to protect sensitive data.

Training & Event Coordination :

Serve as a key point of contact for managing registration, tracking attendance, and providing support as a producer for agency-wide training sessions such as New Supervisors / People Manager, EEO Liaison training, Setting the Tone for Inclusive Leadership, and Respectful Workplace. Coordinate these sessions through the Enterprise Learning Management System (ELM), ensuring effective communication and smooth execution. Prepare memos of non-compliance for employees who do not attend required trainings and coordinate with respective departments for follow-up.

Event Planning & Stakeholder Engagement :

Lead the coordination of the annual National Disability Employment Awareness Month event, partnering with both internal and external stakeholders. This includes securing guest speakers, promoting the event, and producing all necessary presentation materials. Track engagement levels for Employee Business Resource Groups (EBRGs) events, maintaining accurate records for historical archives and future reference. Similarly lead the coordination of the all-staff meetings (virtual and in-person) including but not limited to securing speakers / notetakers / facilitator, tracking RSVPs, procuring a caterer, securing a venue, requesting security clearances and producing all necessary planning and program / presentation materials.

Calendar & Meeting Management :

Manage calendars for the Chief Diversity, Equity & Inclusion Officer (CDEIO), Deputy Chief Diversity and Equity & Inclusion Officer (DCDEIO. Anticipate, plan and prioritize the needs of the CDEIO / DCDEIO including, but not limited to secure briefing materials in advance of meetings, prepare agendas for weekly senior staff meetings, process / advance speaking engagement requests.

Financial & Administrative Support :

Process and track payment requests for ODEI activities, including EBRG funding requests and special event expenses, ensuring that all vendors are paid within 30 days in accordance with department procedures. Develop business travel authorizations in system applications (ex : SAP) and make travel arrangements in agency systems (ex : ADTRAV, car rentals). Serve as lead contract manager and develop shopping carts (ex : AVM) when needed. Administer timekeeping functions using the department's timekeeping / time-sheet processes and prepare Time & Labor reports weekly and bi-weekly. Process and track CDEIO signature requests as well as provide reviews and feedback to ODEI staff seeking approval for special events / functions, speaking engagements, professional development requests, petty cash, subscriptions, memberships, and license fees, etc. Provide general administrative support as needed, including monthly financial performance and monthly activity report preparation, supporting special projects, and assisting with record management.

Workforce & Compliance Support :

Collaborate with the Assistant Director of Workforce Diversity & EEO and respective teams on various special projects. Monitor compliance with EEO training requirements, coordinate non-compliance memos, and maintain comprehensive records to ensure that all relevant workforce activities meet federal, state, and Port Authority guidelines.

Cross-Functional Project Coordination :

Act as a liaison across departments to support workforce diversity and EEO initiatives, managing timelines and deliverables. Facilitate interdepartmental collaboration and ensure that workforce projects align with broader organizational goals.

Minimum Qualifications

• Bachelors' Degree highly desired ;In lieu of a bachelor's degree, a minimum of five years of demonstrated progressive work experience in the above-mentioned fields required.
• A minimum of five years of experience providing administrative support
• Demonstrated knowledge of Peoplesoft, Salesforce as well as SAP, AVM / VIM, ADTRAV or comparable billing and travel systems
• Demonstrated experience dealing with sensitive and confidential material
• Knowledge of the PA records maintenance and retention practices

Desired Qualifications

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

The Port Authority of New York and New Jersey offers a competitive benefits package, hybrid work options for many positions, and a professional environment that supports development and recognizes achievement.

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