Administrative Assistant

Job Description

M-F 9am-5pm
Onsite

Key Responsibilities

• Nursing Admin Calendar Management: Manage scheduling and coordination of meetings with internal and/or external stakeholders with a clear sense of urgency and accuracy.
• Communications Management: Respond to emails and phone calls promptly, routing inquiries to the appropriate individual and following up to ensure completion of tasks needed.
• Office Administration: Coordinate office maintenance tasks, receive and triage mail, manage inventory of office and break room supplies as applicable, reconcile and approve invoices and expenses in a timely manner.
• Timekeeping: Ensure timely submission of Dimensions timekeeping reports for assigned cost centers.
• Expense Management: Manages department invoices and processes payments as needed.
• Meeting Preparation: Take ownership in ensuring meeting preparation is complete from an administrative support perspective including reserving conference rooms, supporting IT set-up and/or triaging, printing material as requested, ordering and preparing catering, etc.
• Shared Coverage: Participate in a shared coverage model providing administrative support for other Administrative Assistants when out of office, as needed.
• Travel Arrangements: Coordinate domestic and international travel arrangements, as needed, by reserving and coordinating flights, cars, hotels, etc.

Qualifications

• Ability to work in a fast-paced and deadline-oriented environment.
• Ability to manage multiple executives’ schedules and deliverables.
• Ability to prioritize tasks and requests in order to meet deadlines with critical attention to detail.
• Ability to work with ease and efficiency in high activity work environments.
• Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills.
• Strong verbal and written communication skills.
• Demonstrated collaborative skills and ability to work well within a team.
• Self-motivated with critical attention to detail, deadlines, and reporting.
• High degree of proficiency in Microsoft Outlook.

Dimensions

In-person collaboration, working onsite 4 days per week and working remotely 1 day per week. Note: In office requirements subject to change based on executive leader request.

Education

Required: Bachelors or equivalent experience
Preferred: Bachelors

Non-Discrimination Policy

Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.