• Administrative Assistant III

    Posting Date 3 months ago(11/29/2018 5:36 PM)
    Job ID
    Einstein/Resnick - Bronx
    Employee Classification
    1199 Union
    Medicine - Rheumatology
    Position Type
    Regular Full-Time

    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.


    • Must fulfill duties of all previous grades;
    • General administrative support for Division Chief, Research and Clinical administrators, and divisional faculty;
    • Prepare grand rounds calendar, clinic calendar, on-call schedule;
    • Assist West Campus admin with contacting faculty who need updated credentials and coordinate timely submission; keep a working excel file to track submissions;
    • Assist with preparing reimbursement forms for faculty and fellows;
    • Coordinate divisional functions such as reserving rooms for meetings, setting up visits for prospective faculty and coordinating  intercampus  transportation;
    • Assist with the administrative maintenance of QGenda on an on-going basis;
    • Cayuse Coordinator for Rheumatology Grants on both campuses: create proposals, set-up routing, upload proposal, submit proposals, submit progress reports in e-commmons;
    • Maintains PI’s Information for grants;
    • Maintains faculty CCI and IRB protocls;
    • Assist with the Rheumatology Website for both Campuses;
    • Compile and collect data for fellows;
    • Maintain Fellowship binders and files;
    • Work with CME office: weekly CME/EED’s system for Grand Rounds/Journal Club and annual application;
    • Generate surveys;
    • Perform other related duties as assigned


    Experience and Educational Background
    • 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

    • Knowledge of EndNote, PubMed, OVID
    • 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, writing, and organizational skills

    • Ability to work in a fast based environment and multi-task

    • Flexibility if there are schedule changes

    • Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
    • Uses independent judgment when responding to inquiries.

    Scope of Responsibility
    • Instructs staff in standard policies and procedures;
    • Distribute and / or assigns clerical work as directed.


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