Office Administrator, Building Transformation

As a leader in advancing New York’s energy transition, the New York State Energy Research and Development Authority (NYSERDA) has remained a credible, objective and trusted partner in our State’s energy planning as well as deploying new and innovative technologies to expand New York’s economy. NYSERDA has worked for the past 50 years to protect the environment and help New Yorkers increase energy efficiency, lower energy costs and reduce reliance on fossil fuels. NYSERDA engages with stakeholders including residents, business owners, developers, community leaders, local government officials, universities, utilities, investors, entrepreneurs, and more, to develop, invest, and foster conditions that:

• Attract the private sector capital investment needed to expand New York’s clean energy economy.
• Overcome barriers to using clean energy at a large-scale in New York.
• Enable New York’s communities and residents to benefit equitably in the clean energy transition.

Job Overview

The Building Transformation portfolio is made up of several teams working to drive adoption of energy efficiency and building electrification including Multifamily, New Construction, Thermal Energy Networks and Market Scaling. The primary duty of this Office Administrator role is to coordinate the workflow of the Building Transformation portfolio, prepare background documents, and monitor deliverables by following through on delegated tasks to ensure progress to deadlines. Primary duties and responsibilities are to assist the Director of the Building Transformation portfolio as well as the four team leads within the portfolio in running the administrative functions of the Building Transformation portfolio. This role will also work closely with the Executive Administrator of the Clean and Resilient Buildings team as well as the Office Administrator of the Market Development portfolio. The Office Administrator will oversee Building Transformation workplace coordination and organization to ensure successful execution of day-to-day operations. This may include answering inbound inquiries, both phone and email, to general phone numbers/email addresses, supporting troubleshooting and effective coordination with our IT and facilities departments as it pertains to Building Transformation teams, working with the Building Transformation team and the NYSERDA Records Management Officer to ensure proper adherence to State guidelines.

Primary Responsibilities

• Assisting with heavy calendar management of senior staff, requiring interaction with both internal/external staff
• Arranging conference calls and scheduling meetings
• Assist with Teams and WebEx virtual meeting set up
• Receiving guests and escorting them to conference rooms
• Coordinating, managing logistics, and scheduling travel, conferences, seminars, and events
• Assisting with developing and processing travel approval requests and expense reports for all travel on the Building Transformation team.
• Manage user permissions for program platforms and file storage locations
• Assist team with setting up and maintaining SharePoint sites
• Assist in keeping stakeholder contacts up-to-date and maintaining lists in Salesforce CRM
• Preparing and mailing USPS/UPS packages; receiving and distributing incoming mail
• Copying, scanning, filing, and distributing documents
• Collaborate with IT and facility staff to resolve staff’s office equipment challenges and issues
• Assist in scheduling of interviews with potential candidates to include but not limited to in-person interviews, web-ex platforms, phone screenings and coordinate with hiring manager and staff
• Assist with on-boarding and off-boarding of staff, interns, and contractors
• Drafting and editing correspondence with a variety of internal and external stakeholders
• May assist with the preparation, editing, and distribution of department deliverables including spreadsheets, presentations, and reports.
• Perform all job responsibilities with respect, fairness, consistency, and inclusion.
• Performing other responsibilities as needed

Minimum Qualifications

• High School Diploma and 2 years of relevant experience
• Excellent computer skills specifically experience with databases and Microsoft Office (Word, Excel, PowerPoint, SharePoint)
• Superior organizational and time management skills
• Proven ability to communicate accurately and clearly both orally and in writing
• Proven ability to handle sensitive information in a professional, confidential manner
• Detail oriented with a high degree of accuracy in task execution
• A solid understanding of office procedures and the use of office equipment
• A self-starter capable of working under limited supervision and taking on new and unfamiliar tasks as needed
• Ability to demonstrate respect, equity and inclusive behavior and practices of a diverse workforce and community.
• A strong work ethic with the ability to perform under extreme pressure and tight deadlines
• A positive, customer-service oriented “can do” approach to work
• Proven ability to be adaptable and “think on feet” responding to issues/requests promptly and appropriately
• Proven ability to successfully handle multiple projects simultaneously, anticipate needs in advance and plan ahead
• Proven ability to work well with all levels of internal management and staff as well as outside clients and vendors
• Experience with researching and finding needed information
• Quick study of new information

Preferred Qualifications

• Associates degree and 1 year of experience
• Experience with Salesforce CRM systems

Travel Requirements: none

Please submit two files, one for your cover letter and another for a resume.

Please note that during the application process, you may be prompted to opt-in to Artificial Intelligence (“AI”) scoring. This is an automatic request in the ADP system but is not a feature that is used by NYSERDA in its recruiting and hiring process. Your response will have no impact on your application to NYSERDA.