Facilities Assistant (Part-Time

ABOUT THE NEW YORK ACADEMY OF SCIENCES

The New York of Academy of Sciences is an independent, not-for-profit organization that since 1817 has been committed to advancing science for the benefit of society. With more than 20,000 Members in 100 countries, the Academy advances scientific and technical knowledge, addresses global challenges with science-based solutions, and sponsors a wide variety of educational initiatives at all levels for STEM and STEM related fields.

The Academy hosts programs and publishes content in the life and physical sciences, the social sciences, nutrition, artificial intelligence, computer science, and sustainability. The Academy also provides professional and educational resources for researchers across all phases of their careers. Please visit us online s.org

The Facilities Assistant helps ensure that the Academy's offices remain clean, organized, safe, and welcoming for employees, members, visitors, and event participants.

Working closely with the Operations team, the Facilities Assistant provides hands‑on support for office logistics, mail services, pantry and supply management, meeting and event setup, vendor coordination, and general facilities operations. This position is ideal for someone who enjoys a variety of responsibilities, takes initiative, and takes pride in maintaining an efficient and professional workplace.

• Maintain a clean, safe, organized, and welcoming office environment, including common areas, kitchens, conference rooms, storage areas, and work spaces; perform light housekeeping tasks between scheduled building cleaning services.
• Monitor, replenish, and organize pantry, office, and facilities supplies to ensure uninterrupted daily operations.
• Receive, sort, distribute, and prepare incoming and outgoing mail, packages, and shipments; maintain organized shared storage areas.
• Set up, reconfigure, and break down meeting rooms and event spaces for staff meetings, workshops, and Academy events.
• Assist with office moves, workstation setups, furniture relocation, and other workspace changes.
• Serve as the day‑to‑day liaison with building management, vendors, and service providers to coordinate facilities requests and ensure timely resolution of operational issues.
• Conduct routine office inspections to identify maintenance, safety, or operational concerns and communicate issues to the appropriate parties.
• Process facilities‑related invoices, maintain operational records, and perform administrative support activities necessary to ensure the efficient operation of the Facilities function.
• Serve as Fire Warden

• Provide courteous and responsive customer service to employees, visitors, vendors, and building staff.
• Support Academy meetings, programs, and special events by assisting with operational logistics as needed.
• Maintain inventory records and recommend replenishment of supplies and equipment.
• Follow Academy policies, workplace safety procedures, and applicable security protocols.
• Operate office equipment and technology used to support facilities and administrative functions.
• Work collaboratively with colleagues across departments to support organizational operations.
• Exercise sound judgment, initiative, and attention to detail while managing multiple priorities.
• Perform other related duties and special projects as assigned to support the efficient operation of the Academy.

None

• High school diploma or equivalent.
• One or more years of experience in facilities, office services, administrative support, hospitality, or a related operational role.
• Strong organizational and time‑management skills with excellent attention to detail.
• Ability to work independently, prioritize multiple tasks, and proactively address operational needs.
• Effective interpersonal and communication skills.
• Basic proficiency with Microsoft Office (Outlook, Word, and Excel) or similar office software.
• Commitment to providing outstanding internal customer service.

• Experience working in a nonprofit, educational,…