Administrative Aide

HRI Albany Division; New York (NY); Hybrid; USD 48,000 - 58,000; Full time

Benefits offered by this job

Health, dental and vision insurance

Flexible benefit accounts

Paid time off

Job summary

Health Research, Inc. (HRI) seeks an Administrative Aide to support the AIDS Institute Office of Quality Initiatives. You will coordinate meetings, assist with logistics for conferences and webinars, arrange travel, and ensure timely reimbursements.

The role requires a bachelor’s degree in a related field (or an associate’s with relevant experience) and may involve travel up to 10%. The position offers a hybrid schedule with onsite work during the initial period.

Qualifications

• Bachelor's degree in a related field.
• Associate's degree in a related field and one year of general office, secretarial, or administrative experience.
• Three years of such experience.

Responsibilities

• Coordinate recurring and ad hoc meetings; notify invitees of schedule.
• Assist with logistics for conferences, teleconferences, webinars, and training.
• Make travel arrangements, prepare itineraries, and ensure timely reimbursements.
• Transcribe, edit, and type documents; maintain filing systems; perform related duties.

Skills

Meeting coordination

Travel coordination

Documentation

Communication

Organizational skills

Education

Bachelor's degree

Associate's degree + 1 year experience

Job description

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).

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.
• Associate's degree in a related field and one year of general office, secretarial, or administrative experience.
• 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.
• 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.

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.

Benefits

• 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.

Equal Opportunity Employer

As an Equal Opportunity and Affirmative Action employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability, protected veteran status, or any other characteristic protected by law. HRI is committed to fostering an environment that encourages collaboration, innovation, and mutual respect and we strive to ensure every individual feels welcomed and appreciated.

Disability Accommodation

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting HRI Human Resources at [e-mail] or [phone].