• Temporary Administrative Assistant III

    Posting Date 6 days ago(6 days ago)
    Job ID
    2018-11439
    Campus
    Einstein/Resnick - Bronx
    Employee Classification
    1199 Union
    Department
    Office of Education
    Position Type
    Temporary Full-Time
  • ABOUT US

    Albert Einstein College of Medicine is a research-intensive medical school. For more than 60 years, our diverse faculty and staff have set the standard for excellence in medical and graduate education and patient-centered clinical care, and have made major contributions to scientific research enhancing human health in our communities and beyond. Our mission is to prepare a diverse body of students to become knowledgeable, compassionate physicians and innovative scientific investigators, and to create new knowledge.

    Albert Einstein College of Medicine offers one of the nation’s largest programs for medical education. During the 2017-2018 academic year, the College of Medicine is home to 697 M.D. students, 181 Ph.D. students, 108 students in the combined M.D.-Ph.D. program, and 265 postdoctoral research fellows at our Belfer Institute for Advanced Biomedical Studies. More than 9,000 Einstein alumni are among the nation’s foremost clinicians, biomedical scientists and medical educators.

    When the medical school opened its doors in 1955, the New York Times was already noting that “the new medical school’s distinguished and talented faculty assured the institution of a place in the ranks of the great medical schools in the world.” This prophecy has been more than fulfilled in the ensuing years.

    POSITION RESPONSIBILITIES

    This administrative assistant provides support for the Office of Diversity Enhancement by: answering phones, submitting requisitions for supplies and services using the online ordering system, managing petty cash reimbursements for students and staff, submitting requests for expense reimbursement for staff members, maintaining a record of expenditures for the Einstein Enrichment Program (EEP) and Community Based Service Learning (CBSL) program.

    The administrative/program assistant is supervised daily by the directors and is in contact with faculty, facilitators, medical school students, high school students as well as other university personnel involved in the educational curriculum for students in the Einstein community. The administrative/program assistant also has interaction with non-university personnel including HS counselors, HS students, MS students, parents, community site managers and various medical and health care professionals.   

     

    • Assist in preparation of reports for NYS Education Department grant related to the Einstein Enrichment Program.
    • Collect information from Regents, PSAT and SAT instructors – as needed – and submit documentation to enable payment through the accounting department.
    • Assist in the collection and tracking of new hires (faculty) and volunteer paperwork (applications, health clearance, participation forms, etc.)
    • Manage general office correspondence
    •  Offer administrative support to EEP and CBSL management team including answering phones, making outgoing calls, data entry, general office correspondence, making copies, scanning documents, etc.
    • Support CBSL groups with food and supply orders, vital requests, reimbursements, petty cash, etc.
    • Assist in the coordination of EEP orientations, hands-on workshops, Poster Presentations, orals and closing ceremonies, including reserving classrooms and labs, confirming room set-up (ordering IT), creating flyers, and ordering food/supplies.
    • Prepare memos/flyers for CBSL and EEP Special Events.
    • Serve as a resource for medical students (CBSL) HS students, Counselors and parents (EEP).
    • Uphold confidentiality of student information.
    •  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 PowerPoint. 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.

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