<span>Administrative Assistant</span>

$45,760 - $49,920/Yr

Tech Observer - New York, NY

Full-time - Entry Level

New York, NY

Professional, Scientific, and Technical Services

About the position

The Administrative Assistant I provides essential administrative support to individuals, departments, or divisions, ensuring smooth operational processes. This role involves assisting supervisors with various tasks, including budget management, meeting coordination, and communication within the department.

Responsibilities

• Serve as an intermediary between supervisor and departmental staff by transmitting requests, messages, and instructions.
• Assist with budget preparation and monitor records of expenses for variance reporting.
• Plan and coordinate logistics for meetings, office activities, forums, and conferences.
• Review and revise informational materials regarding departmental operations.
• Draft, edit, and format materials such as flyers, leaflets, and letters.
• Prepare minutes of meetings, agendas, correspondence, and statistical reports, and transcribe dictation as needed.
• Prepare and follow up on purchase orders, change orders, check requests, and petty cash vouchers.
• Process and follow up on tuition and reimbursement forms for assigned staff.
• Make travel arrangements and accommodations, and prepare travel reimbursements and expense reports.
• Screen and prioritize incoming mail for action and follow-up, responding or distributing as necessary.
• Screen telephone calls, answer routine inquiries, or refer callers to appropriate individuals.
• Schedule patient appointments and maintain records of patient billing for submission.
• Assist in processing payroll and maintaining the PTO system for the department.
• Track expiration dates of staff's professional licensure and notify staff of upcoming expirations.
• Perform other related duties as assigned.

Requirements

• 2-3 years of administrative or medical office experience required.
• Intermediate proficiency in MS Office Suite, particularly Microsoft Word and Excel.
• Experience in calendar management for at least 1 year.

Nice-to-haves

• Adaptability to maintain effectiveness during major changes in work responsibilities or environment.
• Ability to assimilate and apply new job-related information in a timely manner.
• Skills in building customer loyalty and developing strategic work relationships.
• Strong communication skills to convey information clearly and engage the audience.

Benefits

• Competitive hourly pay of $22.00 - $24.00 per hour.
• Opportunity to grow your career in a dynamic and fast-paced environment.