Administrative Assistant Grade VI

Yeshiva University • New York, NY

2d • $30 - $30

About The Position

The Administrative Assistant Grade VI will perform administrative functions for the Parnes Clinic.

Requirements

• High school diploma required.
• Relevant experience in an administrative or professional support role required.
• Proficiency with Microsoft Office and digital workplace tools.
• Strong organizational, administrative, and problem-solving skills.
• Excellent communication and interpersonal skills.

Nice To Haves

• College coursework preferred.
• Equivalent combinations of education and relevant experience will be considered.

Responsibilities

• Use judgment and initiative in performing varied clerical and secretarial duties requiring knowledge and understanding of the organization, programs, and procedures related to the work of the Supervisor.
• Type letters, memoranda and manuscripts as assigned.
• Take minutes at meetings.
• Transcribe notes from meetings.
• Read and route incoming mail, including email.
• Process correspondence as directed by the Supervisor.
• Communicate externally through phone and email, responds to incoming calls, maintains holiday and other external messages on phone lines.
• Maintains social media accounts with posts provided by departmental staff.
• Greet visitors.
• Use tact in dealing with telephone and personal inquiries.
• Prepare and type standard forms, ex: purchase orders, petty cash vouchers, payroll memos, reimbursement forms for business expenses, and position requisition forms.
• Screen telephone calls and determine which can be handled by the Supervisor’s subordinates, other offices, or by self rather than the Supervisor.
• Compose and type varied correspondence of a complicated nature requiring thorough knowledge of the operations and policies of the office, department and university on a regular basis.
• Communicate directly with individuals and groups, both internal and external to the university, exercising independent judgment on non-routine matters requiring knowledge and interpretation of policy, under limited supervision.
• Maintain Supervisor’s calendar.
• Schedule appointments and meetings without prior clearance.
• Assemble necessary background material for scheduled meetings.
• Make any arrangements necessary in connection with scheduled meetings or events (i.e., travel arrangements, room scheduling, hotel accommodations, ordering audio/visual equipment, and ordering food).
• Set up and maintain complex filing systems for client and office file correspondence and other records using departmental databases and systems.
• Maintain records of financial expenditures and notify Supervisor periodically as to status of funds.
• Revise and make recommendations for new office procedures.
• Use independent judgment in responding to inquiries regarding policies, procedures, and regulations based on thorough knowledge of departmental and university policy.
• Assemble data for grant applications and budgets.
• Prepare grant applications and budgets from compiled data.
• Monitor budget balances and alert the Supervisor to potential shortages and overages.
• Maintain office supplies, place orders as needed.
• Compile and assist in compiling periodic reports on the basis of general instructions using the departmental database.
• Perform other related duties as assigned.

Benefits

• tangible employee benefits
• opportunities for advancement
• work-life balance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED