Administrative Assistant

Hospital for Special Surgery

Date: Sep 23, 2022
City: New York, NY
Contract type: Full time
Hospital for Special Surgery
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

The Administrative Assistant for Education Institute will be responsible for providing front and back-office support to the Education Institute and administrative support, including the scheduling of meetings, data entry, financial/payroll tasks and calendar management.

Responsibilities include but are not limited to:

Calendar Management
  • Scheduling meetings for AVP and other related staff
  • Serve as backup for SVP/VP calendar management
  • Meet and greet all guest/visitors; notify appropriate staff of their arrival
  • Answer and triage front desk phone; take complete messages and distribute accordingly
  • Maintain cleanliness of office (waiting room, staff refrigerator, hallway, microwave, storage room & maintain Konica printer and supplies)
  • Ensure office and EI staff have adequate office supplies
  • Report any/all issues to Environmental Services and schedule monthly exterminations
  • Post job descriptions for internships on Handshake/create certificate of completion for interns
  • Support AVP, Education Institute and Administrative Manager w/ special projects and assignments
  • Data entry for EI Financial Database to assist w/ monthly reports and
  • Assist w/ miscellaneous requests from EI Staff
  • Management of payroll approval via Kronos
  • Create all deposits for cashier (income/deposits for various EI department deposits)
  • Assist w/ check requests, petty cash & Instructor payroll entries
  • Deliver/receive mail, cashier deposits including FedEx
Community Education & Outreach (CEO)
  • Complete registrations for all exercise programs and manage program payment deposits
  • Track reach data for all CEO Programs (workshops, lectures, exercise classes, live webinars, and videos)
  • Data entry
  • Other related duties
Job Requirements:
  • Associates Degree
  • 2-4 years’ experience in an administrative role
  • Proficient in Microsoft Office, Outlook, and Excel, PowerPoint
  • Strong interpersonal, organizational, written, and verbal communication skills and detail oriented
  • Professional demeanor
  • Excellent customer service

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