Administrative Assistant III

employee-einstein; New York (NY); On-site; USD 96,432,000 - 103,320,000; Full time

Job summary

The Brain and Cognitive Health Technology (BCHT) division is seeking an Administrative Assistant to provide daily administrative and operational support in a fast-paced academic environment in New York City.

The role requires strong communication, meticulous document handling, and proficiency with Microsoft Office and Google Workspace. You will coordinate meetings, manage calendars for Dr. Germine, and assist with seminars, events, and office operations.

Qualifications

• High School Diploma and 4+ years of administrative support experience are required.
• 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.

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.

Skills

Communication

Analytical

Confidentiality

Judgment

Time management

Microsoft Office

Google Workspace

Zoom

Microsoft Teams

Project management

Documentation

Detail-oriented

Team collaboration

Education

High School Diploma

Tools

Microsoft Office Suite

Google Workspace

Zoom

Microsoft Teams

Cloud-based file sharing

Job description

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.

Salary Verbiage

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

$30.19

Post Probationary Rate

$30.72

Job Rate

$32.00

Hiring Rate based on 35 hours/week

31.85

Post Probationary Rate based on 35 hours/week

32.42

Job Rate based on 35 hours/week

33.77

Minimum Salary Range

Maximum Salary Range

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.