Administrative Assistant I/II

Capital District Physicians Health Plan Inc; Buffalo (NY); Hybrid; USD 2,755,000 - 5,235,000; Full time

Job summary

Capital District Physicians Health Plan Inc is seeking an Administrative Assistant to provide broad administrative and operational support across teams. The role manages calendars, coordinates communications, prepares documents and reports, and assists with meeting logistics and office activities to keep projects on track.

Level I and II responsibilities include data entry, travel arrangements, budgeting support, and handling confidential information with integrity.

Qualifications

• Two years of administrative or related experience.
• Associates degree in a related field preferred.
• Intermediate proficiency in Microsoft Office and collaboration tools (Teams, SharePoint).
• Basic budgeting, expense management, and reporting knowledge.

Responsibilities

• Manage calendars, schedules meetings, and coordinate logistics.
• Draft, review and format correspondences, reports, and presentations.
• Track deadlines and action items; maintain departmental records.
• Support budgeting, expense reporting, and invoice processing.
• Arrange on- and off-site meetings and AV equipment.
• Coordinate onboarding logistics and training schedules.
• Serve as liaison between department and other teams.
• Identify process improvements and optimize workflows.

Skills

Administrative experience

Office procedures

Communication skills

Prioritization

Customer service

Confidentiality

Critical thinking

Attention to detail

Procedures & workflows

Education

Associates degree

Administrative coursework

HSD or GED

Tools

Microsoft Office

Teams

SharePoint

Job description

Job Description

Summary

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient operations of teams across the organization. This role is responsible for managing schedules and calendars, coordinating internal and external communications, preparing and maintaining documents and reports, and supporting day-to-day office and business activities. The position also assists with meeting coordination, information flow, and process organization, helping leaders and teams stay focused on priorities while ensuring accuracy, timeliness, and a high level of professionalism in all interactions.

Essential Accountabilities

• Performs general administrative duties such as data entry, filing, copying, scanning, and document preparation.
• Manages calendars, schedules meetings, and coordinates logistics for team activities.
• Answers phones, routes inquiries, and responds to routine emails.
• Prepares basic reports, correspondences, and presentations using standard templates.
• Orders office supplies and maintains office organization.
• Provides customer service support to internal and external stakeholders.
• Consistently demonstrates high standards of integrity by supporting the Lifetime Healthcare Companies' mission and values, adhering to the Corporate Code of Conduct, and leading to the Lifetime Way values and beliefs.
• Maintains high regard for member privacy in accordance with the corporate privacy policies and procedures.
• Regular and reliable attendance is expected and required.
• Performs other functions as assigned by management.

Level II (in addition to Level I Accountabilities)

• Manages complex calendars for meetings invitations, conference engagements, travel accommodations and appointments for leaders.
• Drafts, reviews and formats correspondences, reports, and presentations.
• Tracks deadlines, follows up on all action items, and maintains departmental records.
• Supports budgeting, expense reporting, and invoice processing.
• Assists in arranging on and off-site meetings, arranges for audio-visual equipment and other related resources.
• Coordinates onboarding logistics and training schedules.
• Serves as liaison between the department and other internal teams.
• Identifies process improvements and recommend more efficient workflows.
• Consistently handles sensitive and confidential information with discretion.

Minimum Qualifications

NOTE: We include multiple levels of classification differentiated by demonstrated knowledge, skills, and the ability to manage increasingly independent and/or complex assignments, broader responsibility, additional decision making, and in some cases, becoming a resource to others. In addition to using this differentiated approach to place new hires, it also provides guideposts for employee development and promotional opportunities.

All Levels

• HSD or GED required.
• Administrative, office support or customer service experience preferred.
• Basic understanding of office procedures and administrative practices
• Basic office software proficiency (Word, Outlook, Excel)
• Demonstrated ability to communicate effectively, both verbally and in writing.
• Basic ability to prioritize with minimal oversight
• Basic customer service, problem solving and time management skills
• Understanding of confidentiality and professional workplace conduct
• Basic critical thinking ability
• Intermediate level attention to detail
• Ability to follow established procedures, policies, and workflows

Level II (in addition to Level I Qualifications)

• Two (2) years of administrative or related experience required.
• Associates degree in a related field or administrative coursework preferred.
• Intermediate proficiency in Microsoft Office and collaboration tools (Teams, SharePoint, etc.).
• Intermediate organizational, time management, and problem-solving skills.
• Ability to manage multiple priorities with minimal supervision.
• Demonstrated professional communication and interpersonal skills.
• Basic analytical skills for tracking data, expenses, and reports.
• Intermediate proficiency and knowledge of departmental or corporate administrative processes.
• Basic understanding of budgeting, expense management, and reporting.
• Familiarity with project coordination or workflow tracking.

Physical Requirements

• Ability to work prolonged periods sitting and/or standing at a workstation and working on a computer.
• Ability to travel across the Health Plan service region for meetings and/or trainings as needed.
• Ability to work in a home office for continuous periods of time for business continuity.
• Ability to hear, understand, and speak clearly while using a phone or video call, with or without a headset.

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position.

Equal Opportunity Employer

Compensation Range(s)

Level I (N4): Minimum: $20.80/hr - Maximum: $30.80/hr

Level II (N7): Minimum: $23.75/hr - Maximum: $37.70/hr

The salary range indicated in this posting represents the minimum and maximum of the salary range for this position. Actual salary will vary depending on factors including, but not limited to, budget available, prior experience, knowledge, skill and education as they relate to the position's minimum qualifications, in addition to internal equity. The posted salary range reflects just one component of our total rewards package. Other components of the total rewards package may include participation in group health and/or dental insurance, retirement plan, wellness program, paid time away from work, and paid holidays.

Please note: There may be opportunity for remote work within all jobs posted by the CDPHP Talent Acquisition team. This decision is made on a case-by-case basis.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.