Administrative Aide

Health Research Incorporated • New York City, NY

2d • Hybrid

About The Position

The Administrative Aide provides administrative support to the AIDS Institute Office of Quality Initiatives (OQI). The role coordinates recurring and ad hoc meetings and supports the logistics of conferences, teleconferences, webinar/Zoom sessions, and training sessions. It also involves arranging travel, preparing itineraries, ensuring timely and accurate reimbursements, transcribing, editing and typing documents, maintaining manual and automated filing systems, and performing other related duties.

This grant-funded position requires compliance with funding requirements, including time and effort reporting and grant and contract deliverables. Travel of up to 10% is required. The selected candidate must have valid, unrestricted U.S. work authorization; visa sponsorship is unavailable. Candidates must live within a reasonable commuting distance of the official work location and reside in, or be willing to relocate before hire to, New York, New Jersey, Connecticut, Vermont, or Massachusetts. The position is hybrid: onsite work is required for the first two weeks, after which a 50% telecommuting schedule will be accommodated.

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 United States; visa sponsorship is not available.
• Must reside within a reasonable commuting distance of the official work location and be located in or willing to relocate to New York, New Jersey, Connecticut, Vermont, or Massachusetts before hire.
• Travel up to 10% of the time is required.

Nice To Haves

• Experience writing meeting summaries.
• Experience tracking travel expenditures.
• Experience organizing complex meeting schedules.
• Experience administratively and logistically supporting public health initiatives.
• Experience communicating with external and internal leadership.
• Experience coordinating and communicating with participants about reimbursements, travel, and events.
• Experience coordinating administrative needs with federal funders.

Responsibilities

• Provide administrative support to the AIDS Institute Office of Quality Initiatives (OQI).
• Coordinate recurring and ad hoc meetings, including notifying invitees of scheduled meetings.
• Assist with logistics for conferences, teleconferences, webinar/Zoom sessions, and training sessions.
• Make travel arrangements, prepare travel itineraries, and ensure accurate and timely reimbursement.
• Transcribe, edit, and type various documents.
• Maintain manual and automated filing systems.
• Perform other appropriate related duties.
• Comply with funding requirements, including time and effort reporting and grant and contract deliverables.

Benefits

• Health, dental, and vision insurance, with several health insurance plans available.
• Flexible benefit accounts for medical and dependent care, adoption assistance, parking, and transit.
• Paid federal and state holidays, sick leave, vacation leave, and personal leave.
• Tuition support for educational or training opportunities.
• Participation in the New York State and Local Retirement System and optional enrollment in the New York State Deferred Compensation Plan.
• Postretirement Health Benefits Plan for qualified retirees to use toward health insurance premiums and eligible medical expenses.
• Employee Assistance Program with educational and wellness programs, training, and confidential services available 24/7.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level