Administrative Aide

Compensation Grade: P13

Compensation Details:

Positions with a designated work location in New York City, Nassau, Rockland, Suffolk, or Westchester Counties will receive a $4,000 annual downstate adjustment (pro-rated for part-time positions).

Department

Job Description:

Responsibilities
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.

Duties will include: 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; and, answer and triage calls. The incumbent will also 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.

Minimum Qualifications

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.

Preferred Qualifications

• 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.

Conditions of Employment

Grant funded position. Compliance with funding requirements such as time and effort reporting, grant deliverables, and contract deliverables, is required.

Valid and unrestricted authorization to work in the U.S. is required. Visa sponsorship is not available for this position.

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.

This position is eligible for a hybrid work schedule, with a combination of onsite and remote work.

HRI participates in the E-Verify Program.

Affirmative Action/Equal Opportunity Employer/Qualified Individuals with Disabilities/Qualified Protected Veterans

About Health Research, Inc.

Join us in our mission to make a difference in public health and advance scientific research! At Health Research, Inc. (HRI), your work will contribute to meaningful change and innovation in the communities we serve! At HRI, we are on a mission to transform the health and well-being of the people of New York State through innovative partnerships and cutting-edge public health initiatives. As a dynamic non-profit organization, HRI plays a crucial role in advancing the strategic goals of the New York State Department of Health (DOH), Roswell Park Comprehensive Cancer Center (RPCCC), and other health-related entities.

HRI offers a robust, comprehensive benefits package to eligible employees, including:

• 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;

• And so much more!

Work Location Expectations

At HRI, the nature of hybrid and onsite work varies by position. Some roles require full onsite presence, while others allow a hybrid schedule. Managers determine the specific telecommuting expectations for each role based on operational needs and job responsibilities. If designated as hybrid, you will divide your time between working remotely and reporting onsite. Regardless of telecommuting status, all HRI employees must live within a reasonable commuting distance of their official work location and must reside in one of the following states: New York, New Jersey, Connecticut, Massachusetts, or Vermont.