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

Job Description:

Administrative Assistant III

US-NY-Einstein/Resnick - Bronx

Job ID: 2024-16823
Type: Administrative Support
# of Openings: 1
Category: 1199 Union
Albert Einstein College of Medicine

Overview

Perform administrative support duties in support of the Montefiore Einstein Comprehensive Cancer Center’s (MECCC) Community Outreach & Engagement efforts, most specifically, the Bronx Oncology Living Daily (BOLD) Program and other COE-related activities. Provide administrative assistance to support Dr. Moadel in her role as Deputy Director of Community Engagement & Cancer Health Equity for MECCC and founding director of the BOLD Cancer Wellness Program. This role would include general office operations to assist supervisor in clerical and administrative responsibilities.

Responsibilities

· Coordinate all office functions

· Answer and respond to phone calls, emails, and voicemails daily (in English and Spanish) including correspondence with professional, community, and patient populations.

· Coordinate and schedule arrangements for meetings, conferences, seminars, patient workshops/events, and patient appointments. Activities may include reserving rooms/setting up conference calls and Zoom meetings, preparing the agenda, and when onsite vs virtual, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed;

· Perform clerical duties as required in support of office functions including but not limited to conducting mailings, composing and typing letters, taking minutes; developing and maintaining spreadsheets; maintaining appropriate files; and managing patient incentives.

· Support Deputy Director with calendar management, professional travel arrangements, reimbursements, memberships and general administrative support.

· Support Deputy Director and other senior leaders with administrative support specific to the community outreach and engagement/BOLD efforts of the cancer center.

· Coordinate the processing of volunteer applications, as well as coordinate invoicing and onboarding of personnel (e.g., phone setup, keys, etc.)

· Handle all program facilities requirements for the Deputy Director including procurement activities (e.g., ordering supplies, food, etc) and handle all service requests and special arrangements.

· Provide back-up as needed to Cancer Center Deputy Director of Administration.

· Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.

· Fulfill duties of all previous grades

Qualifications

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

· Must possess strong knowledge of Microsoft Word, Outlook, and Excel. May use other web based programs as assigned

· Must be able to work efficiently and accurately in a fast-paced environment

· 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 inquires

· Fluency in English and Spanish language required

· This position will liaise with various internal departments and may be required to have frequent external contact

· May be required to coordinate work assignments as directed

· Coordinate day to day office activities and department/division specific projects

· Prior experience with EPIC, Constant Contact, INFOR, and social media navigation preferred

Hiring Rate:27.33

Post Probationary Rate:27.86

Job Rate:28.73

PI249147789

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