Administrative Assistant

Admin Business Associate

Location:

Brooklyn, NY

Schedule:

Full Time M-F 8AM-4P

Contract:

26W

Required Qualifications:

• Education:
  
  HS Diploma/GED Bachelor's degree preferred
• Experience:
  
  3+ years of administrative experience and data management experience preferably supporting one or more leader(s)
• Demonstrated ability to partner with leadership and establish strong working relationship
• Computer proficiency with knowledge of business applications (e.g., Word, Excel, PowerPoint, Outlook)
• Ability to analyze organizational and administrative problems
• Ability to gather, analyze, and summarize data
• Ability to prioritize work effectively, meet deadlines, and provide timely follow-up and execution
• Excellent written and verbal communication skills, including effective presentation ability
• Ability to identify risks / issues and develop proposed mitigation strategies
• Ability to summarize key events, action items, and/or takeaways in brief verbal and/or written format
• Expertise in calendar management, meeting scheduling, and screening of calls / visitors
• Comfort working in remote environment (e.g., Zoom, Web Ex, phone)
• Knowledge of hospital and departmental policies, including office administrative procedures
• Self-starter with ability to handle multiple, high priority tasks in an organized fashion within a fast paced environment

Key Responsibilities:

• The Administrative Business Associate provides a shared model of support / support of multiple leaders for improved efficiencies across administrative activities and project coordination tasks.
• The Administrative Business Associate should aim to optimize their time and screen content to ensure the leaders can focus on potential risks / decisions at the right time.
• An Administrative Business Associate must have knowledge of Hospital and department goals, objectives, and policies.
• Lastly, the Administrative Business Associate should be comfortable utilizing new technologies and assist process improvements as needed.
• Optimizes leaders time by providing calendar management for meetings, conferences, and appointments.
• Coordinates activities and resources for department-specific projects (e.g., meeting agenda, project plans, follow-ups).
• Supports the facilitation of meetings and special events, as needed, to capture notes and distribute synopses for attendees and assigned leaders.
• Provide best practices and feedback on technology and automation to optimize workflow within division.
• Coordinates timekeeping and payroll as necessary for the department.
• Screen and direct calls, mail, and visitors, and answer inquiries when needed.
• Prepare communications, reports, and presentations with direction from assigned Leader(s) and/or support from other stakeholders as needed (e.g., Word, PowerPoint, Excel).
• Ability to leverage existing and emerging technologies to perform general clerical responsibilities (e.g., making copies, document management)
• Responsible for maintaining and distributing departmental supplies.
• Maintain personal and confidential information (e.g., documents, decisions) in accordance with established procedures and policies.
• Greets visitors and responds to basic inquiries regarding department.
• Maintains sufficient knowledge of Hospital and department regulations and policies in order to answer inquiries appropriately.
• Performs other related duties as required.