Administrative Assistant III in Bronx, New York at Albert Einstein College of Medicine

Administrative Assistant III

US-NY-Bronx

Job ID: 2024-16903

Type: Administrative Support

# of Openings: 1

Category: 1199 Union

Einstein - Jack and Pearl Resnick Campus - Faculty

Responsibilities

The Administrative Assistant III will perform administrative support duties of a complex nature in support of departmental or divisional activities to relieve supervisor of clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.

Perform administrative support duties of a complex nature in support of departmental or divisional activities to relieve supervisor of clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.

List of Responsibilities

Must fulfill duties of all previous grades;

Answer telephones and provides appropriate information to callers, take messages and transfers calls; schedule appointments and meetings and maintain calendars;

Screen and route mail and documents; determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities;

Assist in coordination of conferences and special events. Activities may include preparing the agenda, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed;

Assist with the coordination of all office functions;

Independently prepares non-routine correspondence for supervisor;

Set up, organize and maintain complex electronic and/or paper divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date procedural manuals, directives, and related records; compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data; review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor;

Maintain records of expenditures; monitor budgets and notify supervisor of potential problems;

Assist in procurement and payment processes; utilize computer based programs to submit and track supply orders, requisitions, reimbursement forms for business expenses, vendor invoices, consultant agreements, work orders, etc.;

Provide administrative and programmatic support for department/division operated programs, i.e. clerkships;

Assist in the coordination of department/division related activities including but not limited to the grant application process, onboarding of new personnel, volunteer applications, etc.;

Assesses urgency of mail for supervisor;

Take meeting minutes and notes as required;

Perform other related duties as assigned.

Qualifications

• High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered
• Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of PowerPoint. May use other web based programs as assigned
• Must demonstrate good judgment, initiative and attention to detail
• Must be able to effectively track time and resources to prioritize own work assignments
• Must be able to work independently and produce quality work from conception to completion on assigned projects
• Must possess strong customer service, communication and organizational skills
• Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
• Uses independent judgment when responding to inquiries

Hiring Rate:$28.17

Post Probationary Rate:$28.70

Job Rate:$29.59