Administrative Assistant II

About Us

We're Maimonides Health, Brooklyn's largest healthcare system, serving over 250,000 patients each year through the system's 3 hospitals, 1800 physicians and healthcare professionals, more than 80 community-based practices and outpatient centers. At Maimonides Health, our core values H.E.A.R.T drives everything we do. We uphold and maintain Honesty, Empathy, Accountability, Respect, and Teamwork to empower our talented team, engage our respective communities and adhere to Planetree's philosophy of patient-centered care. The system is anchored by Maimonides Medical Center, one of the nation's largest independent teaching hospitals and home to centers of excellence in numerous specialties; Maimonides Midwood Community Hospital (formerly New York Community Hospital), a 130-bed adult medical-surgical hospital; and Maimonides Children's Hospital, Brooklyn's only children's hospital and only pediatric trauma center. Maimonides' clinical programs rank among the best in the country for patient outcomes, including its Heart and Vascular Institute, Neuroscience Institute, Boneand Joint Center, and Cancer Center. Maimonides is an affiliate of Northwell Health and a major clinical training site for SUNY Downstate College of Medicine.
Overview

The Administrative Assistant II provides administrative support to ensure the smooth operation of the office with minimal supervision. The Administrative Assistant II is responsible for supporting office operations through general administrative tasks. This role involves handling phone calls, managing office supplies, scheduling appointments, assisting with document management, and providing customer service. The role ensures that the office environment is organized and well-maintained, contributing to a productive workplace. By handling these essential duties, the Administrative Assistant II helps ensure that daily office functions run smoothly and effectively.


Responsibilities

• Answer and direct phone calls, take messages, and respond to inquiries professionally
• Greet and assist visitors in a professional and friendly manner
• Maintain office supplies inventory and order new supplies as needed
• Manage filing systems (physical and digital), ensuring documents are organized and easy to access
• Prepare and distribute internal and external communications, including emails, memos, and documents
• Schedule appointments, meetings, and conferences for staff or management
• Organize meeting rooms, arrange for necessary materials, and take meeting minutes when required
• Coordinate travel arrangements (e.g., booking flights, hotel reservations, and transportation) for staff or management
• Input and update data in spreadsheets, databases, and other office systems
• Assist with preparing reports and presentations
• Ensure that documents are accurate, complete, and properly filed
• Serve as a point of contact for clients, vendors, and other external stakeholders
• Handle routine customer inquiries and resolve basic issues in a timely manner
• Coordinate deliveries, mail, and shipments. 15. Assist senior administrative staff with special projects as needed
• Perform basic bookkeeping or assist with maintaining records and support timekeeping functions. (e.g., invoices, receipts, payroll)
• Help prepare materials for training, orientation, or company events
• Provide backup support for other team members as needed
• Maintains established departmental policies and procedures, objectives, quality assurance program safety, environmental, and infection control standards

Qualifications

Education:

• High school diploma or equivalent; Associate's degree or higher preferred.

Experience:

• 5+ years prior experience in a similar administrative role.


Pay Range

USD $58,732.00 - USD $65,000.00 /Yr.
Equal Employment Opportunity Employer

Maimonides Medical Center (MMC) is an equal opportunity employer.