Administrative Assistant IV

at  Albert Einstein College of Medicine

QUALIFICATIONS:

• High School Diploma and at least 5 years of administrative support experience is required. Equivalent combination of education and experience will also be considered.

Skills and Competencies

• Must possess strong knowledge of Microsoft Word, Outlook, Excel and PowerPoint. Basic knowledge of MS Access. May use other web based programs as assigned
• Must demonstrate good judgment, initiative and attention to detail
• Must be able to effectively track time and resources to prioritize own work assignments
• Must be able to work independently and produce quality work from conception to completion on assigned projects
• Must possess strong customer service, communication and organizational skills
• Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;
• Uses independent judgment when responding to inquires

Scope of Responsibility

• This position will liaise with various internal departments and may be required to have frequent external contact
• May be required to coordinate work assignments as directed
• Coordinate day to day office activities and department/division specific projects

Hiring Rate: $29.93 Post Probationary Rate: $30.46 Job Rate: $31.4

POSITION RESPONSIBILITIES:

This position primarily provides administrative support to the Biostatistics Division. These duties include ordering supplies, setting up conferences, arranging travel, processing reimbursements and tracking expenditures, scheduling division meetings, scheduling job candidate interviews and seminar speaker visits, coordinating biostatistics consultations, capturing metrics of biostatistics activities, calendaring.
This position will support the Biostatistics Division Head and Faculty, but will be under the direct supervision of the Unified Departmental Administrator. This position will liaise with various internal departments (e.g., Purchasing, Accounts Payable, Academic Appointments) and may be required to have some external contact.

BIOSTATISTICS DIVISION RESPONSIBILITIES

• Assists Dr. Mimi Kim, Head, Biostatistics Division, and all Biostatistics Division faculty with general office tasks including:
• Processes ePro requisitions, purchase orders, and invoices including supplies, travel reimbursements, professional memberships, etc.
• Maintains office and coffee room supplies (two locations, Belfer and Block buildings)
• Maintains record of expenditures on university funds to ensure that expenses are within budget.
• Responsible for arranging all travel, accommodations, itineraries, conference rooms, and refreshments for monthly seminar speakers and incoming interview candidates.
• Maintains and arranges calendar for monthly meeting of Methods Journal Club including:
• Circulating announcements and papers
• Conference rooms and equipment set-up
• Refreshments
• Prepares visa paperwork for new faculty hires including:
• Prepares visa (H1-B and J-1) paperwork (CVs, passports, diploma, financial documentation, etc.) for submission to Office of Academic Appointments
• Request checks for Homeland Security
• Maintains statistical consultation spreadsheets and web-based database:
• Regularly updates individual biostatisticians’ excel spreadsheets and division spreadsheets regarding faculty consultations [name of faculty member, project title, scope of work, type of support (e.g., data analysis, manuscript preparation)]
• Records and enters information into Einstein-Montefiore Institute for Clinical & Translational Research Core Facilities Services Request web-based form on a monthly basis.
• Maintains “Other Support” for all members of the Biostatistics Division to be used in Just-In-Time requests and tri-yearly (q4month) effort reviews by the Department Administrator and the Chair.
  Coordinate the processing of volunteer applications, as well as coordinate the general on-boarding of new personnel (e.g., phone setup, keys, etc.)

OTHER RESPONSIBILITIES

• Answers phones, checks emails, makes travel arrangements and processes reimbursements.
• Maintains records of expenditures; monitor budgets and notifies supervisor of potential
• Prepares data for general reports, e., purchases and other reports as required.
• Handles conference calls for the faculty, photocopying, FedEx shipments, schedules
• Independently prepares non-routine

OTHER DUTIES

• Provides back up for answering the Department Chair’s phone line.
• Instructs faculty and staff in standard policies and
• Provides backup for “Epidemiology, Population Health and Evidence-Based Medicine” (EPHEM) course.
  Perform other related duties as assigned