Administrative Aide

Health Research, Inc.; New York (NY); Hybrid; USD 48,000 - 58,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

Health Research, Inc. is seeking an Administrative Aide in New York City to support the AIDS Institute Office of Quality Initiatives. The role involves coordinating meetings, arranging travel, and handling logistics for conferences and trainings.

The position requires a Bachelor's or an Associate's with related experience, or three years of administrative work. It is a grant-funded, hybrid role with onsite start and potential remote work thereafter.

Qualifications

• Bachelor's degree or an Associate's degree with related experience; or three years of administrative experience.
• Experience writing meeting summaries; tracking travel expenditures; organizing complex meeting schedules; supporting public health initiatives; coordinating reimbursements, travel and events with participants.
• Ability to communicate with external and internal leadership and coordinate with federal funders.

Responsibilities

• Provide administrative support to the AIDS Institute Office of Quality Initiatives (OQI).
• Coordinate recurring and ad hoc meetings, including notifying invitees of scheduled meetings.
• Assist with logistics for conferences, teleconferences, webinar/Zoom sessions, and training sessions.
• Make travel arrangements, prepare itineraries, and ensure timely reimbursements.
• Transcribe, edit, and type documents; maintain filing systems.
• Perform other appropriate related duties.

Skills

Meeting coordination

Travel tracking

Meeting scheduling

Public health coordination

Reimbursements coordination

Federal funder coordination

Education

Bachelor's degree in a related field

Associate's degree in a related field + 1 year experience

Three years general office/administrative experience

Job description

Administrative Aide# HRI Careers## Administrative AideApply: New York City, NY: Full time: Posted Today: JR-0002378Applications to be submitted by November 09, 2026**Compensation Grade:**P13**Compensation Details:**Minimum: $52,979.00 - Maximum: $52,979.00 Annually*Positions with a designated work location in New York City, Nassau, Rockland, Suffolk, or Westchester Counties will receive a $4,000 annual downstate adjustment (pro-rated for part-time positions).***Department**(OHEHR) AI - AIDS Institute**Job Description:****Responsibilities**The Administrative Aide will provide administrative support to the AIDS Institute Office of Quality Initiatives (OQI). The incumbent will coordinate recurring and ad hoc meetings, including notifying invitees of scheduled meetings; assist with logistics for conferences, teleconferences, webinar/Zoom sessions, and training sessions; make travel arrangements, prepare travel itineraries, and ensure accurate and timely reimbursement; transcribe, edit, and type various documents; maintain manual and automated filing systems; and perform other appropriate related duties. **Minimum Qualifications** Bachelor's degree in a related field; OR an Associate's degree in a related field and one year of general office, secretarial, or administrative experience; OR three years of such experience.**Preferred Qualifications** Experience writing meeting summaries; tracking travel expenditures; organizing complex meeting schedules; administratively and logistically supporting public health initiatives; communicating with both external and internal leadership; coordinating and communicating about reimbursements, travel, and events with participants; and coordinating administrative needs with federal funders. **Conditions of Employment**Grant funded position. Compliance with funding requirements such as time and effort reporting, grant deliverables, and contract deliverables, is required.Valid and unrestricted authorization to work in the U.S. is required. Visa sponsorship is not available for this position. Travel up to 10% of the time will be required.The selected candidate must reside within a reasonable commuting distance of the official work location specified in the job posting and must also be located in or willing to relocate to one of the following states: New York, New Jersey, Connecticut, Vermont, or Massachusetts, prior to hire.This position is eligible for a hybrid work schedule, with a combination of onsite and remote work. On-site work is a requirement for the first two weeks of employment. After the initial two weeks a 50% telecommuting schedule will be accommodated.HRI participates in the E-Verify Program.Affirmative Action/Equal Opportunity Employer/Qualified Individuals with Disabilities/Qualified Protected Veteranswww.healthresearch.org**About Health Research, Inc.**Join us in our mission to make a difference in public health and advance scientific research! At Health Research, Inc. (HRI), your work will contribute to meaningful change and innovation in the communities we serve! At HRI, we are on a mission to transform the health and well-being of the people of New York State through innovative partnerships and cutting-edge public health initiatives. As a dynamic non-profit organization, HRI plays a crucial role in advancing the strategic goals of the New York State Department of Health (DOH), Roswell Park Comprehensive Cancer Center (RPCCC), and other health-related entities.**HRI offers a robust, comprehensive benefits package to eligible employees, including:*** **Health, dental and vision insurance -** Several comprehensive health insurance plans to choose from;* **Flexible benefit accounts -** Medical, dependent care, adoption assistance, parking and transit;* **Generous paid time off -** Paid federal and state holidays, paid sick, vacation and personal leave;* **Tuition support -** Assistance is available for individuals pursuing educational or training opportunities;* **Retirement Benefits -** HRI is a participating employer in the New York State and Local Retirement System and offers optional enrollment in the New York State Deferred Compensation Plan. HRI provides a postretirement Health Benefits Plan for qualified retirees to use towards health insurance premiums and eligible medical expenses;* **Employee Assistance Program -** Provides educational and wellness programs, training, and 24/7 confidential services to assist employees, both personally and professionally;* **And so much more!****Work Location Expectations**At HRI, the nature of hybrid and onsite work varies by position. Some roles require full onsite presence, while others allow a hybrid schedule. Managers determine the specific telecommuting expectations for each role based on operational needs and job responsibilities. If designated as hybrid, you will divide your time between working remotely and reporting onsite. Regardless of telecommuting status, all HRI employees must live within a reasonable commuting distance of their official work location and must reside in one of the following states: New York, New Jersey, Connecticut, Massachusetts, or Vermont.