Administrative Assistant III - Albert Einstein College of Medicine

POSITION RESPONSIBILITIES

• Provide administrative support for Division Heads in the Department of Genetics making certain that there is efficient administrative support, including maintenance of calendar and tasks related to ensure their laboratories run smoothly.
• Handle all aspects involved with departmental seminars (type/circulate seminar announcement, post on Calendar of Events, create Zoom meetings and links, coordinate travel/hotel/transportation for guest speaker, create and submit reimbursement of expenses, coordinate appointment schedule, arrange lunch and dinner, etc.)
• Prepare and submit requisitions for purchase orders, technical and computer equipment, and supplies; obtain invoices and submit for payment using ePRO.
• Provide assistance to faculty members by obtaining information and preparing paperwork for new hires or change of status for various faculty levels, postdoctoral trainees, students, research technicians, research trainees/interns, and volunteers from recruitment through appointment including obtaining and processing visa documentation.
• Organize the Faculty Chalk Talk schedule, send reminders, and order lunch.
• Responsible to coordinate and schedule meetings, arrange/reserve the meeting location, create Zoom links if needed, and send confirmations for faculty and students.
• Maintain electronic and paper departmental files of personnel records.
• Prepare Request for Payment, Travel Reimbursement, Work Orders, Telephone, Internet, Renovations/Repairs, and Concur/Petty Cash forms for reimbursable expenses for faculty and staff.
• Maintain a list of departmental service contracts and renew each one annually.
• Maintain/update various records and lists for departmental employees (phone list, email lists, personnel list (personal contact information)
• Maintain and monitor funds to support funds for students and post docs on the departmental endowment, The Klinger Fund.
• Assist in gathering information for the annual departmental Faculty Brochure
• Assist in gathering information for the grant application process including other support pages and compliance forms (i.e. of Documents of Registration, Health and Safety Evaluation forms and animal protocols, etc.)
• Troubleshooting for department (copy room issues, orders not delivered on time, etc.)
• Answer phones, greet callers and visitors and relay information as needed.
• Sort and distribute mail and fax correspondence as needed; prepare express mail paperwork 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
• 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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