Administrative Aide

Health Research, Inc. • Albany, NY

5d • Hybrid

About The Position

Health Research, Inc. is seeking an Administrative Aide to provide a full range of administrative support within this fast-paced, dynamic Division. The Administrative Aide will support management and staff within Division Office and interact daily with staff from the Division’s Bureaus and Statistical Unit, other program areas within the Center for Community Health, Department Executive Staff, OPH and other internal and external health partners regarding communicable disease surveillance, outbreak control, response and prevention issues, and public health emergencies that impact the health and safety of NYS residents.

Requirements

• Bachelor's degree in a related field; OR an Associate's degree in a related field and one year of general office, secretarial, or administrative experience; OR three years of such experience.
• Valid and unrestricted authorization to work in the U.S. is required.
• The selected candidate must reside within a reasonable commuting distance of the official work location specified in the job posting and must also be located in or willing to relocate to one of the following states: New York, New Jersey, Connecticut, Vermont, or Massachusetts, prior to hire.

Nice To Haves

• At least one year experience using Microsoft Office Suite (Outlook, Word, Excel, Power Point) and specifically Outlook.
• At least one year of experience answering multi-line telephones for multiple staff.
• At least one year of experience managing calendars and scheduling meetings.
• At least one year of experience performing data-entry.
• At least one year experience arranging large meetings, travel, purchasing.
• Experience independently managing administrative projects, and an ability to effectively multi-task and prioritize a high-volume workload.
• Experience handling confidential and sensitive materials.

Responsibilities

• Assisting with coordinating and maintaining complex schedules with competing priorities.
• Schedule meetings and conferences and arrange for appropriate space or webinars.
• Make travel arrangements and prepare travel expense reports.
• Assist with routing and tracking of numerous assignments, documents and emails that come through Division office.
• Answer and triage calls.
• Review and handle incoming Executive Deputy Commissioner Clearance (EDCC) correspondence by gathering information to coordinate responses from a variety of sources.
• Maintain required information in office tracking systems.
• Resolve routine, administrative day-to-day problems that impact office operations.
• Maintain electronic and paper filing systems.
• Assist with maintaining and improving office procedures to support efficient operations.
• Compile and prepare a variety of reports and other documents as needed.

Benefits

• Health, dental and vision insurance - Several comprehensive health insurance plans to choose from;
• Flexible benefit accounts - Medical, dependent care, adoption assistance, parking and transit;
• Generous paid time off - Paid federal and state holidays, paid sick, vacation and personal leave;
• Tuition support - Assistance is available for individuals pursuing educational or training opportunities;
• Retirement Benefits - HRI is a participating employer in the New York State and Local Retirement System and offers optional enrollment in the New York State Deferred Compensation Plan. HRI provides a postretirement Health Benefits Plan for qualified retirees to use towards health insurance premiums and eligible medical expenses;
• Employee Assistance Program - Provides educational and wellness programs, training, and 24/7 confidential services to assist employees, both personally and professionally;

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree