Administrative Assistant

The Institute for Family Health - New York, NY3.3

Assigned to the Southern regional Executive Office Suite, the Administrative Assistant for Human Resources, is the front line support for administrative functions in the NYC Executive Office. This position is both administrative and clerical in nature; and is responsible for providing a high level of professional and courteous customer service to both internal and external customers. This position is a primary point of contact and communications for employees, applicants, and other visitors to the Executive Office and HR department. The Administrative Assistant provides key administrative support to the Human Resources department in the delivery of HR programs and services.

Perform front office functions for the HR department
Answer the main line and HR telephone line, respond to basic inquiries, field questions and direct callers to the appropriate individual
Greet visitors, assess needs and provide assistance as appropriate
Provides courteous and professional customer service at all times
Assist walk-in applicants as appropriate
Open and direct all incoming mail
Assist with report and audit preparation and correspondence.
Manage and coordinate usage of the available meeting spaces in the Executive Office
Assist with mailings or distributions or documents
Make copies, and keep up to date copies of forms and paperwork for both the Executive Office and Human Resources (Must do this monthly)
Assist in administrative or data entry projects as assigned by the VP or Business Development or Human Resources
Assist in the maintenance and upkeep of HR files, including weekly filing of paperwork
Order and stock office supplies for the Executive Office
Ensure the Executive office environment remains professionally presentable and is free of debris or boxes (in accordance with fire safety protocol)

Qualifications :
High School diploma required
Minimum of one to two years of experience in an administrative support role, experience in a human resources department preferred
Strong organizational skills; detail-oriented.
Ability to multi-task and prioritize in a fast paced environment.
Discretion, understands the sensitive nature of confidential employee information
Professional communication and good interpersonal skills.
Excellent customer service and team orientation.
Proficient in MS Word, Excel and Outlook; data-entry experience a must.
Interest in health care and human services.
Demonstrated awareness of cultural competence.

Equal Employment Opportunity/Affirmative Action:
The Institute for Family Health is an Equal Employment Opportunity Employer. This job summary is intended to be brief and may not list all the duties and functions required, however, it does highlight the essential requirements. Nothing outlined in this job summary is to be construed as an express or implied contract of employment.

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