Administrative Assistant II
Functions as a para-professional, assigned to support the broader range of activities and responsibilities typically accorded to Chairs, Chiefs and/or Assistant Vice Presidents and their support faculty staff in the Department of Medicine. Serve as central coordinator of service related activity; provide clinical/research/administrative support; perform confidential, complex administrative, clerical and general office duties; type; maintain records, correspondence and files; work with confidential databases; distribute mail; cover phone lines; welcome and direct on-site visitors; route faxes; maintain biosketches and Other Support documents; submit contract review sheets; understand Merlin software to interpret and apply data; assist faculty with grant applications, manuscripts and presentations; coordinate travel arrangements and reimbursements; maintain calendar management for multiple faculty members; enter on-call coverage on Smart Web; provide backup coverage for other services; perform the above duties independently, confidentially, and with a high degree of organization and attention to detail.
Applicants must possess an Associate’s degree and the equivalent of four years of full-time secretarial or related experience or High School Diploma or High School Equivalency Diploma and the equivalent of five years of full-time secretarial or related experience. The preferred candidate will have the following: Executive level administrative experience rather than clinical experience; Complex Outlook calendar management; Coordination of complex travel arrangements and reimbursements; Coordination/facilitation of special events; Quality of resume (format, written communication skills, job history/stability); Educational background in office skills/secretarial program. The preferred candidate will also have excellent verbal communication skills, proven integrity, appropriate office etiquette and the ability to thrive in a team environment.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at email@example.com.