Office Administrator

About the role

Coordinates and organizes the day-to-day operations and administrative matters to support the goals and objectives of VNS Health Plans at regional locations. Handles confidential information. Works under general supervision.

Responsibilities

• Plans and/or organizes and coordinates the day-to-day operations and administrative activities/functions/administration to support an organizational unit/function.
• Provides administrative support to management during the budget process.
• Monitors the department budget (in whole or in part), including reconciliation of all purchase orders and requisitions for direct reports and other expenses.
• Maintains calendar of due dates for recurring reports, information, and dates as requested by Department Head; follows up on outstanding requests as necessary.
• Reviews, tracks, and monitors Agency/Department reports as necessary.
• Approves and schedules meetings using Outlook Calendar; takes notes and follows up after meetings as needed.
• Monitors and maintains files to ensure they are current and relevant; assists in managing an efficient personnel record-keeping system for the department/program.
• Coordinates with Human Resources, Payroll, and other departments to resolve administrative problems or issues.
• Answers and screens telephone calls using established/appropriate greetings; takes detailed and accurate messages and routes calls to appropriate parties, areas, and programs; follows up with internal/external clients as needed.
• Monitors and projects office supply inventory; orders office supplies as needed; checks purchase requisitions against packing slips to verify order accuracy; follows up with vendors to confirm orders and resolves discrepancies.
• Assists and serves as backup to Administrative Services management with onboarding new hires, including ordering equipment when necessary; identifies system needs and requests system access based on new staff’s role and department needs; ensures office systems and equipment (e.g., computer, email address, phone) are set up properly prior to start date.
• Maintains and monitors computers, laptops, phones, printers, cell phones, and scanners for all staff; re-deploys equipment to VNS Health Plans staff under the direction of Manager, Administrative Services.
• Coordinates and implements production of copied materials, including mass mailings, brochures, binders, newsletters, and handbooks for distribution to staff, management, and members; ensures copied content is clear, accurately collated, sized, and quantity meets order specifications.
• Performs administrative support functions as needed, including use of word processor and spreadsheet applications, data entry, photocopying, filing, and faxing.
• Manages monthly service scheduling for the Program/Department.
• For Brooklyn office only:
  • Processes Assessment Visit Vouchers and submits spreadsheets to payroll for processing.
  • Assists MAP/FIDA, Education, Behavioral Health, and UM Departments with special projects.
• For Manhattan office only:
  • Opens, dates, sorts, and directs incoming and outgoing correspondence to appropriate areas for action and follow-up as needed.
  • Prepares and collates mailings/packets/envelopes/labels to order specifications and established formats; ensures quantity and quality meet order specifications.
  • Maintains file room; files/re-files folders and shelves supply inventory in an accurate and timely manner.
• Participates in special projects and performs other duties as assigned.

Requirements

• Licenses and Certifications: Valid driver’s license or NYS Non-Driver photo ID card, may be required as determined by operational/regional needs.
• Education: High School Diploma or the equivalent, or equivalent work experience required; Bachelor’s Degree in Business Administration, Health Care Administration, or other related field preferred.
• Work Experience: Minimum of five years of progressive administrative, business, or office experience required.
• Advanced personal computer skills, including Microsoft Word, PowerPoint, and Excel required.
• Effective oral, written communication, and interpersonal skills required.
• Ability to multitask in a fast-paced environment required.

Benefits

• Referral bonus opportunities
• Generous paid time off (PTO), starting at 20 days of paid time off and 9 company holidays
• Health insurance plan for you and your loved ones, including Medical, Dental, Vision, Life, and Disability
• Employer-matched retirement savings funds
• Personal and financial wellness programs
• Pre-tax flexible spending accounts (FSAs) for healthcare and dependent care
• Generous tuition reimbursement for qualifying degrees
• Opportunities for professional growth and career advancement, including internal mobility, CEU credits, and advancement opportunities

Pay

USD $25.46 – USD $31.86 per hour