Office Administrator

VNS Health; New York (NY); On-site; USD 35,000 - 44,000; Full time

Benefits offered by this job

Referral bonus opportunities

Generous PTO and holidays

Health insurance for you and family

Job summary

VNS Health is seeking an organized Administrative Services professional to coordinate day-to-day operations and provide essential support to management and staff. The role includes budget monitoring, calendar maintenance, meeting coordination, and document handling across Brooklyn and Manhattan offices.

The candidate should have at least five years of related experience, strong MS Office skills, and excellent communication abilities to thrive in a fast-paced environment with growth opportunities.

Qualifications

• High School Diploma or equivalent required.
• Five years of progressive administrative, business, or office experience required.
• Advanced personal computer skills including Word, PowerPoint, and Excel.
• Effective oral, written communication and interpersonal skills required.

Responsibilities

• Plans and coordinates day-to-day operations and administrative activities for the unit.
• Supports management during the budget process and monitors department budgets and expenses.
• Maintains calendars, tracks due dates and follows up on outstanding requests.
• Schedules meetings via Outlook, takes notes, and follows up as needed.
• Maintains files and personnel records; coordinates with HR, Payroll and other departments.
• Answers and screens calls, routes inquiries to appropriate parties and clients.
• Manages office supplies, order placement, and vendor follow-ups.
• Supports onboarding of new staff and sets up equipment and system access.
• Prepares mailings and materials and handles distribution to staff and members.
• Performs general admin duties and supports special projects as assigned.

Skills

Oral and written communication

Interpersonal skills

Multi-tasking

Adaptability to fast-paced environment

Education

High School Diploma or equivalent

Bachelor's Degree preferred

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

Overview

Coordinates and organizes the day to day operations and administrative matters to support the goals and objectives of VNS Health Plans at regional locations. Handles confidential information. Works under general supervision.

What We Provide

• Referral bonus opportunities
• Generous paid time off (PTO), starting at 20 days of paid time off and 9 company holidays
• Health insurance plan for you and your loved ones, Medical, Dental, Vision, Life and Disability
• Employer-matched retirement saving funds
• Personal and financial wellness programs
• Pre-tax flexible spending accounts (FSAs) for healthcare and dependent care
• Generous tuition reimbursement for qualifying degrees
• Opportunities for professional growth and career advancement
• Internal mobility, generous tuition reimbursement, CEU credits, and advancement opportunities

What You Will Do

• Plans and/or organizes and coordinates the day to day operations and administrative activities/functions/administration to support an organizational unit/function.
• Provides administrative support to management during the budget process. Monitors the department budget (in whole or in part) which includes the reconciliation of all purchase orders and requisitions for direct reports and other expenses.
• Maintains calendar of due dates of recurring reports, information and dates as requested by Department Head. Follows-up on outstanding requests, as necessary. Reviews, tracks and monitors Agency/Department reports as necessary.
• Approves and schedules meetings using Outlook Calendar. Takes notes and follows-up after meetings, as needed.
• Monitors and maintains files by ensuring that files are current and of relevant nature. Assists in the management of efficient personnel record keeping system for the department/program. Coordinates with Human Resources, Payroll and other departments to resolve administrative problems or issues.
• Answers and screens telephone calls; using established/appropriate greeting; takes detailed/accurate messages and routes calls to appropriate party, area and programs and follows-up with internal/external clients as needed.
• Monitors and projects office supply inventory; orders office supplies as needed. Checks purchase requisitions against packing slips to verify accuracy of order. Follows-up with vendors to confirm orders and resolves any discrepancies.
• Assists and serves as backup to Administrative Services management with the setting up of new hires, which includes on-boarding of new staff and ordering equipment when necessary. Identifies system needs and requests system access based on the new staff's role and department needs. Ensures that office systems and equipment (i.e. computer at work station, e-mail address, phone etc.) for new staff is setup properly prior to start date.
• Maintains and monitors computers, laptops, phones, printers, cell phones, and scanners for all staff. Re-deploys equipment to VNS Health Plans staff under the direction of Manager, Administrative Services.
• Coordinates and implements production of copied materials, including, mass mailings, brochures, binders, newsletters, handbooks, etc. for distribution to staff, management and members. Ensures copied content is clear, accurately collated, sized and verifies quantity meets specification of order.
• Performs administrative support functions as needed, including use of word processor and spreadsheet applications, data entry, photocopying, filing, faxing. Manages monthly service scheduling for the Program/Department.
• For Brooklyn office only:
• Processes Assessment Visit Vouchers and submits spreadsheets to payroll for processing.
• Assists MAP/FIDA, Education, Behavioral Health and UM Departments with special projects.
• For Manhattan office only:
• Opens, dates, sorts and directs incoming and outgoing correspondence to appropriate areas for action and follow up as needed.
• Prepares and collates mailings/packets/envelopes/labels to order specifications and established formats. Ensures and verifies quantity and quality meet specification of order.
• Maintains file room. Files/re-files folders and shelves supply inventory in an accurate and timely manner.
• Participates in special projects and performs other duties as assigned.

Qualifications

Licenses and Certifications: Valid driver's license or NYS Non-Driver photo ID card, may be required as determined by operational/regional needs.

Education: High School Diploma or the equivalent or the equivalent work experience required

Bachelor's Degree in Business Administration, Health Care Administration or other related field preferred

Work Experience: Minimum of five years progressive administrative, business or office experience required

Advanced personal computer skills, including Microsoft Word, PowerPoint, and Excel required

Effective oral, written communication and interpersonal skills required

Ability to multi task in a fast-paced environment required

Pay Range

USD $25.46 - USD $31.86 /Hr.

About Us

VNS Health has been committed to meeting the needs of New Yorkers for over 130 years. We're one of the largest nonprofit home- and community-based health care organizations in the country, and today, more than 11,500 team members work together to make a difference in the lives of more than 99,000 patients and members on any given day.