Senior Administrative Assistant

Albert Einstein College Of Medicine Einstein/Resnick - Bronx , NY

Posted 1 month ago

POSITION RESPONSIBILITIES

The Senior Administrative Assistant provides a variety of responsible, confidential, and complex administrative duties for the Chair of the department requiring a high degree of independent judgment and initiative. Manage the day-to-day operations of the office, managing complex calendars, balancing requests, and priorities, planning, and executing meeting arrangements. Serve as the liaison between the Chair and key internal and external constituencies. Assist with high level departmental and institutional projects as required. Exercise independent judgment, employ discretion and maintain a high-level of confidentiality.

  • Provide professional and administrative support to the Chair, including managing the day-to-day operations of the office, appropriate scheduling, overseeing, and completing all tasks to ensure the office is effectively represented and is meeting the demands of the community.

  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner; Provide assistance to the office for high level departmental and institutional projects, as needed and directed by the Chair, including occasional commitments scheduled outside of normal work schedule.

  • Manage travel schedule for the Chair, including all reimbursement requests and special arrangements.

  • Maintain and file faculty records, and confidential departmental information.

  • Initiate the relevant paperwork for faculty appointments and promotions, working closely with the faculty and the Department of Academic Appointments.

  • Manage correspondence, acknowledge receipt and research and draft responses; liaise and aid in communication (e-mail, formal letters, and/or phone) with faculty, administrators, and deans.

  • Manage all office procurement requirements, including all reimbursement requests and special arrangements for the Chair.

  • Oversee coordination of meetings, scheduling, arrange for meeting locations, gather input and draft agenda, send confirmations, and ensure that minutes and meeting materials are received and distributed in a timely manner.

  • Coordinate faculty meetings and faculty Chalk Talks.

  • Coordinate all aspects of faculty recruitment at the Chair's direction.

  • When directed, independently research subject matters, and prepare PowerPoint presentations as needed for the Chair.

  • Coordinate and if necessary collect data and information as needed for meetings, projects, and events with various constituencies and stake holders as directed by the Chair.

  • May assist for special events and projects scheduled outside of normal work schedule.

  • Other duties as assigned.

QUALIFICATIONS

  • Bachelor's Degree or equivalent combination of education and related work experience.

  • 3+ years' experience supporting at the executive level.

  • Successful candidate will possess excellent writing skills and the ability to submit writing samples is required.

Skills and Competencies

  • Must be exceedingly well organized and flexible Must maintain a high level of confidentiality.

  • Must have ability to interact with the dean's office, Chairs and center directors, faculty, students, and staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient; a high level of professionalism and confidentiality is crucial to this role.

  • Must possess expert level of written and verbal communication skills. Strong decision-making ability, analytical skills, and attention to detail are equally important.

  • Excellent calendar management skills, including the coordination of complex executive and committee meetings.

  • Must be proficient in MS Office, including Word, Excel, PowerPoint, and Outlook and possess the ability to quickly learn new systems.

  • Prefer experience successfully creating and/or modifying processes and demonstrated creativity and commitment to improving programs and events.

Scope of Responsibility

  • This position must interact with all levels of employees including senior management and be able to make decisions to appropriately manage client expectations.

ABOUT US

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.

We have also been recognized by Forbes as one of the country's best midsize employers in 2019. Forbes ranked Einstein in the top overall nationally among midsize employers. Einstein ranked 3rd within the education category in New York State and 9th nationally among all midsize education employers.

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.

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Senior Administrative Assistant

Albert Einstein College Of Medicine