Office Manager / Administrative Assistant

22nd Century Technologies, Inc.
$15.50 / hr
United States, New York, Stony Brook
May 20, 2025
Title: Office Manager / Administrative Assistant Duration: 3+ months Contract Shift timings: Monday to Friday, 8:30 AM to 5:00 PM. Work Location: Stony Brook, NY 11794 Job Description: The Office Assistant (Temporary) provides general administrative support to the Procurement Department, focusing on mail processing, document management, correspondence, and problem-solving. This role assists with maintaining and updating vendor files and performs various office duties to support the team's operational efficiency. Role and Responsibilities: Department Mail Management Open, sort, stamp, and distribute departmental mail. Resolve issues with misrouted or unclear mail to ensure proper delivery. Vendor File Maintenance: Perform updates to the vendor file, including additions, deletions, reactivations, and merges. Review vendor forms for accuracy using the SFS and Oracle systems before processing new entries. Update and maintain vendor information. Gather required documentation or details to complete vendor setup and processing. Coordinate with the Supplier File Department and Vendor Maintenance Units for Research Foundation and State vendors. Communicate with vendors to update their information in the SFS system. Serve as a backup for the Procurement Vendor File email inbox, ensuring timely responses and organized communication. Assist internal departments with vendor file inquiries. Required Skills: Scan, copy, organize, and file documents. Answer phones and route calls to appropriate staff members. Monitor and respond to emails professionally and promptly. Enter data into systems or spreadsheets with accuracy. Perform general clerical tasks, such as photocopying and shredding documents. Additional Duties: Assist with special projects or other tasks as assigned, aligned with departmental goals and responsibilities. Reporting Structure: This position reports to the Vendor File Supervisor within the Procurement Systems and Operations Team.