• Administrative Assistant II

    Posting Date 2 weeks ago(2 weeks ago)
    Job ID
    2018-11433
    Campus
    Einstein/Resnick - Bronx
    Employee Classification
    1199 Union
    Department
    Epidemiology and Population Health
    Position Type
    Regular Full-Time
  • 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

    • The Department of Epidemiology and Population Health is seeking an Administrative Assistant II to assist the Department Administrators, Department Chair, faculty, and staff with the following duties:
    • Assist in payment and procurement processes. Utilizes computer-based programs to place orders and reimbursement requests for business and travel expenses, vendor invoices, and consultant agreements. Track orders and reimbursements to completion. Prepare and process petty cash reimbursements.
    • Prepare and process consultant agreements and consultant invoices. Tracks expenses on consultant purchase orders. Keep supervisor updated on PO statuses during weekly meetings or update immediately based on urgency.
    • Maintain records on service and other contracts for the department (for example, photocopiers and software licenses).
    • Prepare routine documents related to payment and procurement processes (for example, explanatory memos and summary of travel expenditures to facilitate the payment process).
    • Answer telephones and provide appropriate information to callers, take messages, and transfers calls.
    • Assist with coordination of conferences and special events. Activities may include arrangement of meeting locations and the organization of meeting agendas and refreshments.
    • Set up and maintain general electronic and paper files.
    • Responsible for distributing the mail on a daily basis.
    • Maintain inventory of supplies for the department.
    • Place and follow up on work orders.
    • Perform other duties as assigned.
    • Must fulfill duties of all other previous grades.

    QUALIFICATIONS

    • High school diploma and 2-4 years of administrative support experience are required. Equivalent combination of education and experience will also be considered.
    • Must possess working knowledge of Microsoft Work, Outlook, and Excel.  May use other web-based programs as assigned. 
    • Must demonstrate good judgement, initiative, and attention to detail.
    • Must be able to effectively track time and resources to prioritize own work assignments.
    • Must be able to multi-task.
    • Must be able to work independently and produce good quality work from conception to completion on assigned projects.
    • Must possess good customer service, communication and organizational skills.
    • Must possess high degree of familiarity with college and departmental policies, procedures, and practices.
    • Uses independent judgement when responding to inquiries.

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