Metro New York & Southern Connecticut

POSITION RESPONSIBILITIES

• Answer telephones and provide 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 office programs;
• Assist in the coordination of office related activities including but not limited to the grant application process, onboarding of new personnel, volunteer applications, etc.;
• 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 previous student facing experience preferred.
• Stellar writing skills with attention to spelling and grammar.
• Must possess strong knowledge of Microsoft Word, Outlook, Excel, and basic knowledge of PowerPoint. May use/be willing to learn other web-based programs as assigned.
• Must demonstrate good judgment, flexibility, 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 Albert Einstein College of Medicine and Office policies, procedures, and practices;
• Uses independent judgment when responding to inquiries.

Hiring Rate

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ABOUT US

Perform administrative support duties of a complex nature in support of office activities including clerical and administrative responsibilities and to maintain efficiency of office operations. The position would be shared between the Senior Associate Dean for Diversity and Inclusion and Assistant Dean for Pathway/Community Outreach Programs.