Administrative Assistant III

Albert Einstein College of Medicine - Bronx, NY

Must fulfill duties of all previous grades;
Assist with the coordination of all office functions, includes assisting Supervisor/Program Director, Research-Program Coordinator, and 5-7 consultants;
Answer telephones and provides appropriate information to callers, take messages and transfers calls; schedule appointments and meetings and maintain calendars;
Screen and route mail and documents for supervisor (as requested); determine which to respond to or which to bring to supervisor's attention based on content of communication and knowledge of departmental programs and activities;
Assist in coordination of meetings, conferences and special events. Activities may include reserving rooms/setting up conference calls, preparing the agenda, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed;
Set up, organize and maintain complex electronic and paper monthly calendar of BOLD cancer wellness workshops, including scheduling rooms, ordering food/supplies, advertising via Mailchimp, tracking and communicating cancellations, confirming facilitators and workshop monitors, and ensuring all paperwork is prepared (sign-in sheets, photo waivers, evaluations).
Maintain records of donations, ClinCard expenditures and metrocard disbursement, and notify supervisor of potential problems;
Maintain office and workshop supply inventory. Order supplies as requested and needed (upon authorization of supervisor);
Provide administrative support for BOLD related volunteer processing needs, i.e. internships, BOLD Buddies, peer mentors, etc.
Assist in the coordination of program/research related activities including but not limited to the grant application process (e.g., Formatting biosketches/measures), onboarding of new personnel (e.g., tracking interview/reference review process), and supervisor’s general academic needs (e.g., updating CVs/teaching portfolio), etc.;
Perform other related duties as assigned.
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 (e.g., Mailchimp)
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 academic policies, procedures and practices;
Uses independent judgment when responding to inquiries.
Must speak Spanish.
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.

Perform administrative support duties of a complex nature in support of the Bronx Oncology Living Daily (BOLD) Program activities and general office operations to assist supervisor in clerical and administrative responsibilities. BOLD is a free cancer wellness program for the Bronx community that provides psychosocial workshops, counseling, peer navigation, community cancer education, and conducts quality-of-life research.