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Sr. Administrative Assistant

Sr. Administrative Assistant

Job ID 
2017-10073
Campus 
Einstein/Resnick - Bronx
Posting Date 
12/6/2017
Employee Classification 
Exempt
Department 
Information Technology Services
Position Type 
Regular Full-Time

More information about this job

ABOUT US

Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.

 

Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).

 

Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.

 

The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.

 

POSITION RESPONSIBILITIES

  • Responsible for managing the administrative functions of the Einstein IT Department.
  • Reporting to Assistant Dean for IT, managing complex projects as assigned;
  • Manage executive staff calendar(s) accurately and pro-actively;
  • Monitors and coordinates all Einstein IT budgets, including hardware, software, peripheral equipment and personnel budget.  
  • Process and tracks requisitions for IT and procurement ensuring timely fulfillment and that costs are allocated to correct department and account code, ensure that invoices are reviewed by executive staff, approved and then processed by accounts payable, work with suppliers as needed to resolve payment issues/inquiries;
  • Process check requests, reimbursement forms for department staff, work orders for repairs/maintenance;
  • Process billing via iLab system for High Performance Computing core facility;
  • With the assistance of the Communications Department, keep departmental web-pages up-to-date with accurate information;
  • Responsible for processing all departmental HR transactions;
  • Establish and maintain effective communication with all levels of executive, management, administrative and departmental staff;
  • Review and approve time-sheets for department staff;
  • Make necessary arrangements in connection with scheduled meetings including travel reservations and refreshments;
  • Take meeting minutes and notes;
  • Coordinate data and information and prepare internal and external reports;
  • Order supplies as needed;
  • Other tasks as assigned.

QUALIFICATIONS

  • Bachelor's degree or equivalent  and a minimum of 4 years of administrative, project coordination and financial analysis experience is required. Equivalent combination of education and experience will also be considered;
  • Must possess strong knowledge of Microsoft Outlook, Word and Excel. Basic knowledge of Power-Point. May use other software 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 possess strong customer service, communication and organizational skills;
  • May be required to work independently and produce quality work from conception to completion on assigned projects;
  • Must possess strong customer service, communication, writing and organizational skills;

  • Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
  • Uses judgment and initiative in performing varied duties requiring a knowledge and understanding of the organization's program and procedures related to the work of the Supervisor;
  • Should exude professionalism and enthusiasm at all times and be adaptable in a rapidly changing work environment with competing priorities.