The Administrative Assistant III will perform administrative support duties of a complex nature in support of departmental or divisional activities to relieve supervisor of clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.

Perform administrative support duties of a complex nature in support of departmental or divisional activities to relieve supervisor of clerical and administrative responsibilities and to maintain efficiency of departmental or divisional office operations.

List of Responsibilities

Must fulfill duties of all previous grades;

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; 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 conferences and special events. Activities may include preparing the agenda, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed;

Assist with the coordination of all office functions;

Independently prepares non-routine correspondence for supervisor;

Set up, organize and maintain complex electronic and/or paper divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date procedural manuals, directives, and related records; compile and summarize data and assist in preparing regular and special reports requiring analysis and evaluation of data; review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor;

Maintain records of expenditures; monitor budgets and notify supervisor of potential problems;

Assist in procurement and payment processes; utilize computer based programs to submit and track supply orders, requisitions, reimbursement forms for business expenses, vendor invoices, consultant agreements, work orders, etc.;

Provide administrative and programmatic support for department/division operated programs, i.e. clerkships;

Assist in the coordination of department/division related activities including but not limited to the grant application process, onboarding of new personnel, volunteer applications, etc.;

Assesses urgency of mail for supervisor;

Take meeting minutes and notes as required;

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
• 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 College and departmental/ divisional policies, procedures and practices;
• Uses independent judgment when responding to inquiries

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.