Enable America Jobs

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Monday - Friday
• Building:
• Salary Range: $62,400-$65,000

Position Summary

The Office of Academic and Community Partnership (OACP) is seeking a skilled Administrative Assistant to join our team in a full-time, on-site position. OACP serves as the central office for advancing the medical center's research, education, clinical care and community service mission by fostering community collaborative partnerships and strengthening bidirectional relationships with our neighbors, community-based organizations, faith-based leaders and city and state stakeholders. The candidate, under direction of the office administrative manager, will provide high level of customer service support by effectively dealing with senior leadership administrators, faculty, staff, students, and external guests and will serve as the first point of contact for all administrative queries. The Administrative Assistant will directly support the Vice Dean for Community Health, the Vice President for Community Affairs and Partnership Engagement and other faculty and staff. The AA will also provide support as needed to execute office projects and initiatives.

Responsibilities

• Responsibilities

  • Provide direct administrative support for multiple executives; assist in managing senior leadership calendars, coordinate meetings and assist with travel arrangements.
  • Manage office area acting as the initial point of contact for all scheduled or unannounced visitors, and phone calls. Responding to inquiries and/or redirecting, as necessary. Utilize discernment and an understanding of the office's key functions to ensure messages are delivered to the appropriate parties in a timely fashion.
  • Contribute to the support of events, programs, and projects for the office.
  • Receive, track, and distribute incoming and outgoing mail; sort and triage as needed.
  • Manage Facilities Management and IT ticket submission requests for repairs and office improvements, contributing to the overall upkeep and maintenance of office, furnishings, telephone, and equipment (telephones, fax machine, copier).
  • Organize and maintain conference room for faculty and/or staff meetings
  • Assist with the creation of PowerPoint presentations, update reports and handle other special projects.
  • Ability to work independently and follow through and handle multiple tasks simultaneously.
  • Serve as back up support for other office administrative team members.
  • Oversee and manage office supplies inventory.
  • Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education and strong related experience.
• Demonstrated experience and proficiency with Microsoft Office suite including Word, Excel, PowerPoint, and Outlook, Adobe Acrobat Pro, and other desktop publishing and database software.
• Excellent interpersonal, organizational, written, and verbal communication skills.
• Ability to interact effectively with staff and management at all organizational levels.
• Ability to communicate clearly and accurately in a pleasant, courteous manner with both internal and external contacts.
• Highly organized, with the ability to juggle multiple, competing priorities in a fast paced, complex environment with limited supervision.
• Ability to exercise sound judgment.
• Ability to handle confidential information with exceptional judgment and discretion.
• Ability to set priorities, handle multiple assignments, and work with diplomacy and efficiency in a highly pressured environment.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Preferred Qualifications

• Familiarity with the Northern Manhattan and South Bronx communities and bilingual (English/Spanish) a plus.

Other Requirements

• Type other requirements and/or special indicators if CUIMC