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

This position provides administrative support to a department or individual as required. Responsible for general office operations including answering phones, maintaining office supplies, various donor database updates and equipment ordering. Assisting Development staff as needed on an ad-hoc basis.

Responsibilities:

• Answer telephones and disseminate information to callers, take messages and transfer calls to appropriate individuals and assisting visitors and guests;
• Collecting and mailing correspondence and copying information;
• Create and populate acknowledgement letters for alumni donors and file them in Raiser’s Edge (donor management database);
• Performing routine updates of donor records in Raiser’s Edge (donor management database);
• Independently prepare non-routine correspondence;
• Schedule appointments and meetings;
• Assist with alumni / donor events by staffing registration
• Prepare data for general reports, i.e., attendance, purchases and other reports as required;
• Obtain and provide complex data and information;
• Set up and maintain donor and alumni files (electronic and hard copies);
• Take meeting minutes and notes;
• Make necessary arrangements in connection with scheduled meetings including travel arrangements and refreshments;
• Utilize computer based programs to submit purchase orders, check requests, personnel status forms, position requisition forms, petty cash vouchers, reimbursement forms for business expenses, work orders, etc.;
• Maintaining equipment by completing preventive maintenance; troubleshooting failures; calling for repairs; and monitoring equipment operation;
• Order supplies, as needed;
• Perform other related duties as assigned and back up other clerical staff when absent from office.

Qualifications:

High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered

1. Must have excellent organization and communication.

2. Must be proficient in Microsoft Office and have the ability to apply technology to resolve problems.

3. Experience working with Raiser’s Edge required

4. Outstanding judgment, initiative, and attention to detail are essential;

5. Must be able to manage competing priorities;

6. Must be able to take on tasks not normally assigned to role and fill in for absent staff