Administrative Assistant, Information Technology

Mellon Foundation

Administrative Assistant, Information Technology

The Mellon Foundation (“Foundation”) believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas - Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place - and through its signature Presidential Initiatives.

The Foundation seeks an Administrative Assistant for the Information Technology department.

Team Overview:

The Information Technology (IT) department comprises 19 full-time staff and a variety of third-party vendors and consultants working as a high-energy team to support the systems, infrastructure, and data that power Mellon’s grantmaking. The department delivers strategic partnership around technology to all parts of the organization, enabling the Foundation’s programmatic and operational goals.

Position Summary:

The Administrative Assistant for IT facilitates the department’s vendor interactions and related internal workflow for contracts, invoices, expenses, and organizing meeting logistics and travel for the team, with particular focus on supporting the senior director and the IT leadership team. The role is detail-oriented and the incumbent must be flexible and adaptable, as well as sensitive both to the basic priorities established by the IT team and to essential tasks arising from the circumstances of the moment. This is a full-time, non-exempt position (37.5 hours per week) with occasional overtime. This position reports directly to the Senior Director of Information Technology and works closely with the IT leadership team and technical team members.

Position Description:

Responsibilities may include, but will not be limited to the following: 

• Prepare invoices and expense reports and track reimbursements for staff and guests;
• Assist with planning and coordinating arrangements for on- and off-site meetings;
• Facilitate the intake, review, and approval process for IT contracts, ensuring timely coordination with stakeholders;
• Manage travel arrangements and prepare itineraries for Information Technology staff;
• Assist with mailings (including opening and sorting mail), photocopying, and other administrative tasks;
• Track, catalogue, and file department resource materials;
• Arrange phone appointments, conference calls, and webinars;
• Respond to general phone and written inquiries and requests for information;
• Manage calendars and appointment schedules for team members as needed;
• Serve as a liaison to other Foundation support staff, helping to manage competing priorities and ensuring smooth communication;
• Assist with welcoming and providing hospitality to visitors;
• Arrange IT equipment shipping with couriers;
• Assist with IT procurement activities;

Qualifications:

The successful candidate will have the following qualifications:

• A Bachelor’s degree is desirable but not required for the right candidate with equivalent experience or certifications. A minimum of 2+ years of administrative full-time experience in an office environment.
• Superior proficiency in a variety of computer software applications (Microsoft Outlook, Word, Excel, PowerPoint, and Teams; Zoom; Box, or other cloud-based filing software; Monday.com, or other productivity software; Concur; etc.)
• Experience managing review and approval workflow with vendors and internal staff on contracts, invoices, and expenses;
• Ability to serve as a detail-oriented, self-motivated team player with an appetite for learning program priorities and conventions;
• Ability to be flexible and to prioritize a high volume of information;
• Excellent written and oral communication skills, with competence in spelling, grammar, editing, and proofreading;
• Ability to interact in an efficient, courteous, and diplomatic manner with a wide variety of internal and external professionals;
• Strong organizational skills coupled with the ability to juggle multiple tasks, to anticipate and meet deadlines, and to respond to unanticipated problems;
• Strong and proven work ethic, high energy, outstanding organizational skills, and ability to collaborate effectively with colleagues at all levels of the organization.
• General exposure to IT department operations is a plus;
• Understanding of and commitment to the goals of the program and the Foundation.

Mellon Foundation is an equal opportunity employer. Mellon offers a generous total reward package that includes base salary and a comprehensive benefits program, as well as an excellent working environment. Mellon is committed to providing compensation that is competitive and equitable within the philanthropic sector. The estimated annual salary range for this role is $78,000 - $85,000. The amount of pay offered will be determined by several factors, including but not limited to qualifications, unique skills, credentials, or experience that is expected to impact the candidate’s contribution to the role. We will also consider market data as well as the Foundation’s internal pay equity framework.

Please note that Mellon maintains a hybrid work schedule, with three days per week in person at the Foundation’s Manhattan offices.

Candidates should apply by submitting their resume by December 6, 2024.

The Foundation will consider each complete application carefully but only contact those individuals it believes are most qualified for the position.