Administrative Assistant III

Albert Einstein College of Medicine; New York (NY); On-site; USD 40,000 - 41,000; Full time

Job summary

Albert Einstein College of Medicine is seeking an Administrative Assistant to support the Brain and Cognitive Health Technology division. You will handle calendar management, correspondence, and meeting coordination in a fast-paced academic setting.

The role requires strong communication, confidentiality, and proficiency in Microsoft Office and Google Workspace, with experience in Zoom and Teams for virtual meetings.

Qualifications

• High School Diploma and 4+ years in administrative support.
• Excellent written and verbal communication.
• Strong attention to detail and problem-solving.
• Ability to maintain confidentiality.
• Independent judgement in inquiries.
• Efficient time and resource management.
• Ability to work independently and in a team.
• Proficiency with Microsoft Office Suite.
• Familiarity with Google Workspace.
• Experience with Zoom and Teams for virtual meetings.

Responsibilities

• Provide administrative support to department faculty and staff.
• Prepare correspondence, reports, and meeting materials.
• Review and edit documents for accuracy and formatting.
• Schedule calendars for Dr. Germine and team.
• Coordinate meetings, seminars, and events.
• Maintain files and records; manage office operations.
• Process reimbursements, expense reports, and purchasing requests.
• Support online systems and cloud-based collaboration tools.
• Assist with mail, reception, and general office support.
• Interact professionally with internal and external contacts.
• Attend meetings and assist with special projects.

Skills

Communication skills

Analytical skills

Confidentiality

Independent judgement

Time management

Microsoft Office

Google Workspace

Video conferencing

Education

High School Diploma

Tools

Zoom

Microsoft Teams

Google Drive

Project Management Software

Job description

About Us

The Administrative Assistant will support the daily administrative and operational activities of the Brain and Cognitive Health Technology (BCHT) division. The ideal candidate is organized, detail-oriented, proactive, and dependable, with the ability to manage multiple responsibilities in a fast-paced academic and research environment. The candidate should also be comfortable using modern workplace technology to support communication, scheduling, and office efficiency.

Position Responsibilities

• Provide administrative support to department faculty and staff.
• Record, prepare, and distribute correspondence, reports, presentations, meeting materials, and departmental communications.
• Review, proofread, and edit documents for accuracy, grammar, formatting, and completeness.
• Schedule appointments, meetings, and maintain calendars for Dr. Germine, and potentially team as needed.
• Assist in coordination of meetings, seminars, and departmental events.
• Maintain departmental files, records, and correspondence.
• Assist with office operations including supply ordering, reimbursement requests, and work orders.
• Prepare expense reports, travel requests, reimbursement documentation, and departmental purchasing requests.
• Maintain organized physical and electronic filing systems, databases, and shared digital records.
• Utilize technology platforms and software applications to improve workflow efficiency, scheduling, communication, and record management.
• Assist with online systems, cloud-based collaboration tools, and digital communication platforms used by the department.
• Assist with virtual meetings using Zoom and Microsoft Teams.
• Demonstrate openness to learning and implementing new technology systems, automation tools, and AI-assisted workplace applications.
• Assist with mail distribution, telephone coverage, visitor reception, scanning, photocopying, faxing, and general office support.
• Interact professionally and effectively with faculty, students, fellows, research staff, university departments, and external contacts.
• Attend departmental meetings, lab meetings, and research coordination sessions as required.
• Perform additional related duties and special projects as assigned.

Qualifications

• High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered
• Strong written and verbal communication skills.
• Strong analytical and problem-solving abilities with attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Uses independent judgement when responding to inquiries
• Must be able to effectively track time and resources to prioritize own work assignments
• Ability to work independently with minimal supervision and collaboratively within a team environment and produce quality work from conception to completion on assigned projects;
• Must possess high degree of familiarity with college and departmental/divisional policies, procedures and practices;
• Must possess strong knowledge in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with Google Workspace applications (Docs, Sheets, Drive, Calendar) and Project Management and Documentation Software;
• Comfortable using video conferencing and collaboration platforms such as Zoom and Microsoft Teams.
• Experience with databases, scheduling systems, cloud-based file sharing, and online administrative tools preferred.
• Willingness and ability to learn new software systems, digital workflows, and emerging workplace technologies.

Additional Information

In compliance with NYC's Pay Transparency Act, the hourly rates for this are listed below. This rate is based on the 1199 bargaining unit contract.

Hiring Rate

$29.01

Post Probationary Rate

$29.54

Job Rate

$30.77