Administrative Assistant

Shine; City of Schenectady (NY); On-site; USD 23,419 - 34,440; Part time

Job summary

Ellis Medicine is seeking an Administrative Assistant to support the Medical Directors and EMG leadership, coordinating operations and communications across the EMG organization. The role requires organization, discretion, and proactive coordination of meetings and agendas.

The position emphasizes calendar maintenance, professional correspondence, and confidential handling of sensitive information, with responsibilities spanning internal and external communications and process improvements.

Qualifications

• High School Diploma required.
• Associate's Degree preferred.
• Must be proficient in Microsoft Word, Excel, Outlook, PowerPoint and database management.
• Excellent verbal and written communication skills.
• Problem-solving abilities and highly organized.
• Knowledge of fundraising principles and non-profit organizations.

Responsibilities

• Maintain department leaders' calendars, appointments and meetings.
• Conduct professional in-person and external communications.
• Handle phone communications professionally.
• Manage email communications internal and external to Ellis.
• Distribute internal mail and update distribution lists as needed.
• Organize and maintain files for rapid information retrieval.
• Prepare check requests to ensure timely vendor payments.
• Record and transcribe meeting minutes; distribute to relevant parties.
• Maintain office inventory and manage supply budgets within limits.
• Prioritize workload and coordinate with Director on scheduling conflicts.
• Participate in departmental and hospital process improvements.
• Uphold confidentiality and hospital privacy policies.

Skills

MS Word

MS Excel

MS Outlook

PowerPoint

Database management

Verbal communication

Written communication

Organization

Fundraising basics

Education

High School Diploma

Associate's degree

Job description

• Schedule - Shift - Hours Part Time (20 Less than 36 Hours) - Rotating

The Administrative Assistant – Is responsible for providing any and all administrative support and to carry out the duties and responsibilities of the position and to ensure the smooth and efficient operation of the Ellis Medical Group. This position will be supporting the Medical Director for Emergency Services, Medical Director of Acute Medical Services and Chief Physician Executive. Will be coordinating activities of the EMG operations and generating communications with the whole EMG organization. Preparing drafts and finalizing correspondences, reports, agreements and other memoranda as directed and use initiative and self-direction to compose routine correspondence. This position is responsible for make arrangements for all meetings scheduled by the EMG including the notification of participants, room reservations and preparation and distribution of agendas; will serve as recording secretary for various EMG meetings, as assigned exercising complete discretion and independence of action, ensure that all aspects of confidentiality are maintained within EMG.

Requirements

• High School Diploma required. Associate’s Degree preferred.
• 5 years of related professional experience required.
• Must be proficient in Microsoft Word, Excel, Outlook, PowerPoint and database management.
• Must have excellent verbal and written communication skills, problem-solving abilities, and be highly organized.
• Must be knowledgeable of fundraising principles and non-profit organizations.
• Certification: Must have a valid driver’s license.

Responsibilities

• Responsible for assisting in the maintenance of the calendar, appointments and meetings for department leaders.
• Responsible for professional and accurate in-person communications – both internal and external.
• Responsible for professional and accurate phone communications – both internal and external.
• Responsible for effective and professional email communication internal and external to Ellis
• Distribution of internal mail as well as providing any updates to the distribution as needed. o Outgoing mail – review and verify the mail is directed to the appropriate location/address
• Organize and maintain files in order to allow for ease in accessing information rapidly.
• Prepare check requests as needed to ensure timely payment of primarily vendor invoices but may also include other invoices.
• Responsible for accurately recording and transcribing meeting minutes. Prepares minutes in the format used by Ellis. Timely distribution of the minutes to the appropriate individuals.
• Maintains the inventory for the office. Ensures the supply area is neat and organized and that the supply budget does not exceed the budgeted amount for the year used.
• Manages and prioritizes workload with focus on deliverables and specific timelines.
• Communicates with the Director when regular duties are impacted by other duties performed to assist with prioritization.
• Participates in departmental and hospital efforts to continuously improve processes.
• Prioritizes workload
• Performs tasks quickly and accurately
• Works independently and assures deadlines are met.
• Works in a collaborative manner with co-workers within the department as well as other across the hospital.
• Adheres to hospital policies and procedures related to Mandatory Education and Annual Health Assessment
• Adhere to patient privacy policies and procedures, maintain confidentiality.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, and will prohibit, discrimination on the basis of race, creed, color, religion, sex/gender (including pregnancy), age, national origin, disability (including pregnancy-related conditions), genetic information, predisposition or carrier status, military or veteran status, prior arrest or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, domestic violence victim status, known relationship or association with any member of a protected class, and any other characteristic protected by applicable law violates federal, state and, where applicable, local laws , reproductive health decisions or source of payment, consistent with applicable legislation and to comply with the laws pertaining thereto

Salary Range: $17.46-25.32/hour Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.

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