administrative assistant - New York, NY , USA, United States - Hospital for Special Surgery

Description

Overview

How you move is why we're here. Now more than ever.

Get back to what you need and love to do.

The possibilities are endless...

Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize

the abundant opportunities for growth and success.

If this describes you then let's talk

HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report.

As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation.

Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise

Administrative Assistant

Research Institute

Full-Time


Overview:

The HSS Research Institute is dedicated to research on identifying mechanisms underlying bone biology and rheumatic conditions, and developing effective approaches for prevention, diagnosis, and treatment.

With a focus on tissue repair, improving surgical outcomes, autoimmunity and inflammation, genomics, new treatments, and precision medicine, the impact of our discoveries determine future directions of musculoskeletal research to best improve clinical outcomes, while serving the community in an environment that aspires to scientific excellence.

The Administrative Assistant position is a support role with the Research Institute under the purview of the Office of Research Administration, for which the overarching goal is to support the research activities of the HSS Faculty and Clinical Research Scientists, Postdoctoral Trainees, Postbaccalaureate Research Trainees, and Graduate Students.

The Research Institute administrative team provides support in maintaining laboratory and office facilities, adheres to and upholds the policies and processes to facilitate research, including regulatory and compliance with both institutional and government guidelines.

JOB SUMMARY:

Provide administrative support to Research Institute leadership, includes 6th floor faculty and lab personnel, Research Institute Director of Operations, and Research Institute Director for Basic Science Laboratories.

• Requires a diligent and attentive administrative professional with more than 4+ years of experience equipping organizations to achieve continued success through process improvements and effective strategies.
• Assists in onboarding and orientation of new personnel to the 6th
• Assists in planning academic programs and activities for the Orthopedic Soft Tissue Program (OSTR) including coordination of agenda/travel logistics/honorarium/reimbursement for OSTR Lecturers (3-4 per year)
• Meeting room set-up/Committee notifications/agenda packet delivery and room take-down for OSTR (10 times/year), and any other special meetings/functions as scheduled.
• Office Management: Work with the Research Institute Administration staff to ensure seamless coverage for other floors.
• Order and keep stock of office supplies and kitchen supplies for Research Institute, maintain a clean conference room/supply storage/kitchen area of 6th floor.
• Keep copiers and fax machine filled (paper/staples/toner) and troubleshoot repairs.
• Primary contact person for all Research Institute and Laboratory Research equipment repairs (copiers/fax/printers), as well as IT requests.
• Assist with program related data entry and data maintenance, collecting and managing related documentation.
• Regularly attends and participates in meetings with the Research Institute Directors and members of the Administrative Team.
• Adeptly handle administrative matters including screening calls, managing conference room calendars, planning meetings, making travel arrangements for speakers.
• Serves as primary contact for processing employee reimbursements, check requests, and vendor invoice payments.
• Manages timesheet/payroll, prepares bi-weekly timesheets for Research personnel, review year-to-date paid time off balances and monitors sick time.
• Coordinates and assists with Research Institute functions and programs (Research Institute Seminar Series, Guest Lectures, Annual Research Day)
• Updates spreadsheets/seating/floor directories for the 6th floor on a monthly basis for Research Institute (includes employees and research scholars/volunteers)
• Daily mail pick-up/sort/distribute for Research Administration, Research Institute laboratories (Maher Lab, Rodeo Lab, Otero Lab, Abjornson Lab, Khormaee Lab, Niewold lab) and hand deliveries as required.
• Interacts professionally with all levels of staff and maintains the highest level of confidentiality, maintaining tact and diplomacy in handling sensitive issues.

Qualifications


EXPERIENCE:

• Minimum Years of Experience: 4
• Customer centric business experience, and lab operations related activities.
• Experience in office management for an academic medical center/department.
• Familiarity with grants financial management and costing policies.

SKILLS:

• Excellent verbal and written communication skills.
• Strong customer service orientation, extremely reliable with positive attitude
• Microsoft Office Suite including Outlook calendar management, travel arrangements, meeting coordination, strong organizational skills with attention to detail, and able to multi-task
• Must be adaptable to changing environment, flexible in prioritizing tasks and willing perform outside of job description when required
• Resourceful, proactive and able to act quickly when issues arise
• Great interpersonal skills, capable of working with different personalities, and must be a team-player
• Strong communication skills, able to communicate effectively both orally and in writing
• Demonstrated ability to work efficiently in a fast-paced environment
• Advanced proficiency level with Operating Systems Windows 10 and Mac OS including Excel, Word, PowerPoint, Outlook
• Tech-savvy; must be willing to learn new software (MS Teams, Lawson, Perceptive, WorkDay, , GHX Procurement Suite, Kronos/Dimensions, Sharepoint)
• Self-motivated and able to work with minimal supervision

EDUCATION:

• Degree: Bachelors (BA or BS)
• Program of Study: Business, Administration

Other Requirements

#LI-Onsite

Pay Range - Minimum

USD $29.12/Hr.

Pay Range - Maximum

USD $34.06/Hr.