Executive Secretaries and Administrative Assistants (2 POS)

IIT, Inc.; New York (NY); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking motivated Executive Secretaries and Administrative Assistants to support a crucial healthcare program. This role involves organizing filing systems, performing data entry, and managing communications in a fast-paced environment. The successful candidates will have the opportunity to work closely with healthcare professionals, ensuring quality care and safety standards are met. If you thrive in a dynamic setting and possess strong organizational skills, this position offers a fantastic opportunity to contribute to meaningful work while developing your career in a supportive team environment.

Qualifications

• Dependable and detail-oriented with strong organizational skills.
• 1+ year experience in a professional office setting required.

Responsibilities

• Organizing and maintaining filing systems and databases.
• Performing data entry and preparing reports and documents.

Skills

Organizational Skills

Data Entry

Multitasking

Communication Skills

Education

High School Diploma or Equivalent

Bachelor’s Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft SharePoint

Microsoft Teams

ASPEN Computer System

Job description

16997 New York, NY 10007 Executive Secretaries and Administrative Assistants (2 POS) DOE Contract OPEN

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Estimated Length: 24 months M-F 9:00am - 5:00pm

Work hours are 8 hours per day, Monday - Friday between 9:00am and 5:00pm with a half-hour unpaid lunch break, totaling 7.5 paid work hours per day and 37.5 paid work hours per week.

Requirements

The Hospital and Diagnostic & Treatment Centers Program is responsible for regulation of health care facilities to ensure quality of care, environmental safety, and emergency preparedness, among others. The program also investigates and responds to complaints. The successful candidate will assist with the program’s administrative functions including:

1. Organizing and maintaining various paper and electronic filing systems and databases.
2. Performing data entry and data extraction activities and analyses of data.
3. Closing complaints in the ASPEN computer system.
4. Preparing forms, emails, letters, and reports.
5. Answering and triaging incoming phone calls; organizing incoming communications and files.
6. Receiving and processing mail and fax documents.
7. Faxing, scanning/photocopying, emailing, and uploading documents.
8. Formatting documents in Microsoft Word, Access, and Excel.
9. Scheduling meetings and managing daily schedules for team members.
10. Record retention, scheduling of meetings with staff and/or hospital administration, and reserving hotels for staff going on hospital surveys out of town.

Candidates should be dependable, detail-oriented, and highly motivated individuals able to work in a fast-paced, high-volume office environment. The successful candidate should be willing and able to multitask and move from assignment to assignment as deadlines and priorities change.

Minimum qualifications:

1. A high school diploma (or equivalent).
2. One-year minimum experience working in a professional office setting.
3. Intermediate working knowledge of Microsoft Office (specifically Word and Excel).
4. The ability to enter data into, and extract data from, electronic databases.
5. The ability to work independently and to work in a team with different personalities.
6. The ability to handle multiple, shifting priorities.
7. Good organizational skills, including an ability to organize information into reports.

Preferred qualifications:

1. A Bachelor’s Degree.
2. Three (3) years’ experience in an office setting using electronic databases for data entry, data organization and data extraction.
3. Advanced working knowledge of Microsoft Word, Excel, PowerPoint, SharePoint and Teams.
4. Facility with the more advanced functions within each application (formatting headers and sections of a document, filtering, sorting, and matching data, making charts and graphs, among others).
5. Familiarity with health care facility surveillance, incident (complaint) investigation, correspondence, and reporting.
6. Familiarity with the NYS ASPEN System, the NYS Health Commerce System (HCS) and applications within the HCS such as NYSECON (New York State Electronic Certificate of Need), HFIS (Health Facilities Information Systems) and E-POC (Electronic Plan of Correction).

Founded in 1995, IIT is a leading provider of Workforce Solutions to Government and Fortune-1000 organizations.