Job ID: 2024-16824 Type: Administrative Support # of Openings: 1 Category: 1199 Union Albert Einstein College of Medicine
Overview
This position will provide administrative support to the Department of Medicine in the Pulmonary and Cardiology Division.
Responsibilities
Answer telephones and provides appropriate information to callers, take messages and transfers calls; schedule appointments and meetings and maintain calendars;
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
Independently prepares non-routine correspondence for supervisor; Screen and route mail and documents;
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.;
Prepare required paperwork for faculty and staff from recruitment through appointment.
Assist in the coordination of department/division related activities including but not limited to the grant application process, on-boarding of new personnel, volunteer applications, etc.;
Maintain office equipment (include managing service contracts for common equipment) and supplies inventory. Order supplies as needed;
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
Skills and Competencies
Must possess strong knowledge of Microsoft Word, Outlook, and Excel. Basic knowledge of Power-Point. 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.
