Administrative Assistant III - Military veterans preferred

Administrative Assistant III

US-NY-Bronx

Job ID: 2025-17285
Type: Administrative Support
# of Openings: 1
Category: 1199 Union
Albert Einstein College of Medicine

Responsibilities

Perform administrative support duties in support of the Montefiore Einstein Comprehensive Cancer Center’s (MECCC) Community Outreach & Engagement efforts, most specifically, the Bronx Oncology Living Daily (BOLD) Program which offers free cancer prevention, education and support services.    Provide administrative assistance to support Dr. Moadel in her role as Deputy Director of Community Outreach & Engagement for MECCC and founding director of the BOLD Cancer Wellness Program.  This role would include general office operations to assist supervisor in clerical and administrative responsibilities in a fast-paced environment. 

Responsibilities:

• Coordinate all office functions in support of a fast-paced program with multiple subcomponents. 
• Answer and respond to phone calls, emails, and voicemails daily (in English and Spanish) including correspondence with professional, community, and patient populations. 
• Coordinate and schedule arrangements for patient workshops/events, meetings, conferences, seminars, and appointments. Activities include managing high volume workshop/event communications (email/text) on  daily basis, reserving rooms/setting up conference calls and Zoom meetings, preparing agendas, arranging meeting facilities, making travel arrangements, and handling supplies and refreshments, as needed;
• Perform clerical duties as required in support of office functions including but not limited to conducting mailings, composing and typing letters, taking minutes; developing and maintaining spreadsheets; maintaining appropriate files; and managing patient incentives.
• Support Deputy Director with calendar management, professional travel arrangements, reimbursements, memberships and general administrative support.
• Support Deputy Director and other senior leaders with administrative support specific to the community outreach and engagement/BOLD efforts of the cancer center.  
• Coordinate the processing of volunteer applications, as well as coordinate invoicing and onboarding of personnel (e.g., phone setup, keys, etc.)
• Handle all program facilities requirements for the Deputy Director including procurement activities (e.g., ordering supplies, food, etc) and handle all service requests and special arrangements.

• Provide back-up as needed to Cancer Center Deputy Director of Administration.

• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Fulfill duties of all previous grades;

Skills and Competencies:

• Must be adept at working in a fast-paced environment and able to quickly shift between tasks, as needed for operational demands
• Must enjoy and thrive in a team-based office environments
• Must be able to independently produce quality work from conception to completion on assigned projects
• Must possess strong knowledge of Microsoft Word, Outlook, and Excel. May use other web-based programs as assigned (EPIC, INFOR, Constant Contact, Marq, etc)
• Must demonstrate good judgment, initiative and attention to detail
• Must be able to effectively track time and resources to prioritize own work assignments
• 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 inquires
• Fluency in English and Spanish language required

Scope of Responsibility:

• This position will liaise with various internal departments and external organizations/partners/providers
• May be required to coordinate work assignments as directed
• Coordinate day-to-day office activities and department/division specific projects

• High School Diploma and at least 5 years of administrative support experience is required.  Equivalent combination of education and experience will also be considered.

PI270695966