Administrative Specialist

Weill Cornell Medicine; New York (NY); On-site; USD 45,000 - 54,000; Full time

Job summary

Weill Cornell Medicine in Midtown seeks an Administrative Specialist to provide broad administrative and secretarial support to senior staff within the Office of Civil Rights and Investigations.

The role involves coordinating calendars, preparing correspondence, handling travel, procurement, records, and meeting minutes, and assisting with external boards and professional organizations. Strong MS Office skills and clear communication are essential.

Qualifications

• High School Diploma required.
• Bachelor's degree preferred.
• Approximately 2 years of related secretarial experience.
• Excellent computer skills with MS Office and clear written/verbal communication.

Responsibilities

• Coordinates calendars and schedules appointments and meetings.
• Prepares written correspondence as needed.
• Procurement activities related to goods, services and/or equipment.
• Disbursement/reimbursement activities as needed.
• Maintains files, databases and inventory of supplies and equipment.
• Answers phones and triages inquiries.
• Plans travel and conference arrangements.
• Records and distributes meeting minutes.
• Analyses workflows to improve efficiency.
• Supports professional organizations and advisory boards.

Tools

MS Office

Job description

Title: Administrative Specialist

Location: Midtown

Org Unit: Office of Civil Rights and Investigations

Work Days: Monday-Friday

Weekly Hours: 35.00

Exemption Status: Non-Exempt

Salary Range: $32.75 - $39.01

*As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices

Position Summary

Under guidance, provides a wide range of administrative and secretarial support to senior staff within the department

Job Responsibilities

• Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings.
• Initiates and prepares written correspondence as needed and based on functional needs.
• Responsible for procurement activities related to goods, services, and/or equipment as needed.
• Responsible for disbursement/reimbursement activities as needed.
• Maintains inventory of supplies, equipment and/or reagents. May order supplies/equipment/reagents as authorized or ensure that needs are escalated appropriately. Receives supply orders and confirms accuracy of delivery. May assist with cost control.
• Maintains electronic and hard copy files and databases. Maintains integrity of information.
• Answers phones, responds to inquiries and triages calls to appropriate personnel.
• Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations.
• Records and distributes meeting minutes.
• Routinely analyzes and evaluates workflows to ensure maximum efficiency.
• Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals.
• Receives, sorts and distributes mail; accepts and signs for package deliveries.
• Performs other duties as assigned or required.

Education

• High School Diploma in related field

Experience

Bachelor's degree is preferred.

Approximately 2 years of related experience providing secretarial support to senior leadership

Knowledge, Skills and Abilities

• Excellent computer skills including good working knowledge of MS office. Ability to learn new computer software and applications.
• Ability to communicate instructions and observations effectively verbally and in writing.

Working Conditions/Physical Demands

Standard office work

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