Administrative Assistant

Department/Unit:

Molecular & Cellular Physiology

Work Shift:

Day (United States of America)

Salary Range:

$46,947.00 - $65,726.00

The Administrative Assistant plays a key role on Albany Medical College's Research team helping ensure operational efficiency. Provides general administrative support to the Department Chair, Administrator and research staff. Maintains and files, reports and documents. Schedules and coordinates logistical support for conference calls, meetings or speakers. Processes orders, invoices and locates information in support of management and technical staff.

EDUCATION AND EXPERIENCE: High School Diploma/G.E.D. degree required. Associate’s Degree preferred. One to Three years experience in an administrative, clerical or operations role required.

QUALIFICATIONS: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Incumbent must be professional, organized and efficient; possess strong interpersonal and verbal and written communication skills; be able to work under strict time constraints, effectively managing time and tasks to meet deadlines; be proficient with basic accounting principles; and be able to maintain strict confidentiality of salary, proprietary and other information.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Will include a combination of the following. Other related duties may be assigned.

Performs secretarial and administrative duties as required by the Department Chair, Administrator and Research Staff

Completes check requests, workday orders, and reimbursements in accordance with Center-Wide policies

Assist in coordinating support service requests for the department (i.e. Facilities, IT, EVS, Security requests)

Maintains calendars for the Department Chair and departmental activities, including shared conference rooms and major departmental events.

Compiles, types, revises, combines, edits, prints and stores documents such as letters, correspondence, memoranda, reports, and contracts using Microsoft office and other applications.

Complete bi-weekly Kronos for staff

Answers and routes incoming calls and emails as appropriate

Schedule, attend and take minutes for meetings as assigned

Assist with maintaining Department Newsletter, Website and social media (e.g. LinkedIn)

Assists with the coordination of department service contracts

Identifies and organizes logistics of special events; coordinates travel arrangements, retreats, and/or department (work unit) special events; prepares itineraries and organizes related travel arrangements for on-site and off-site conferences, meetings, and events.

OTHER SKILLS: Able to successfully balance the demands of a wide range of duties effectively given general direction and standard policies and procedures. Incumbent will organize resources and personnel for effective utilization and operate a wide range of software packages, including Microsoft products, workday, and spreadsheet applications.

Thank you for your interest in Albany Med Health System!​

Albany Med Health System is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Med Health System, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Health System policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.