Senior Administrative Assistant, Medical Staff Office

Mohawk Valley Health System; City of Utica (NY); On-site; USD 31,000 - 47,000; Full time

Job summary

Mohawk Valley Health System in Utica, NY is seeking an Administrative Assistant III to support the Medical Staff Office and Provider Recruitment teams. You will prepare minutes, manage onboarding, expenses, payroll tasks, calendars, and travel logistics, ensuring accurate data entry and professional communication.

The role requires strong organization, discretion, and the ability to handle confidential information while coordinating with providers and staff across the organization.

Qualifications

• HS Diploma or equivalent.
• 5-7 years of related experience.
• Proficient in Microsoft Office products and software.
• Specialized secretarial training.

Responsibilities

• Coordinate and perform complex, and varied administrative tasks requiring a high degree of independent action and the setting of priorities and procedures.
• Prepare and/or update correspondence, memoranda, agendas, handouts, website updates, and reports, etc.
• Record, prepare, and distribute minutes
• Maintain calendar(s)
• Assist employees with onboarding, training, and answer operational questions within the scope of duties
• Assist with the processing of payroll, personnel action, and other human resource related forms. Ensure accurate data entry of staff related data and regulatory requirements
• Perform data entry and generate reports
• Organize information into spreadsheet format from data collection. Generate reports in preparation for analysis and graphical display from spreadsheets and databases
• Arrange travel logistics and coordinate schedules. Complete travel advance and authorization forms.
• Maintain travel records
• Schedule or arrange for conferences, meetings, interviews, appointments, retreats, events, or similar activities
• Review expense reports. Submit voucher forms with appropriate receipts and information for reimbursement
• Process and track documents such as invoices, payments and requisitions. Follow up on payments. Reallocate purchases when necessary
• Answer phones and screen calls. Provide information independently and respond to complex questions
• Greet visitors; ascertain their needs and provide information
• Review, sort, distribute, and file a variety of material. Identify priority items and route accordingly
• Order and maintain office and other department supplies
• Answer e-mails and respond to routine correspondence
• May supervise assigned staff
• Perform other duties as required.

Skills

Microsoft Office

Scheduling

Communication

Data entry

Education

HS Diploma or equivalent

Secretarial training

Job description

Mohawk Valley Health System in Utica, NY is seeking an Administrative Assistant III to support the Medical Staff Office and Provider Recruitment teams. You will prepare minutes, manage onboarding, expenses, payroll tasks, calendars, and travel logistics, ensuring accurate data entry and professional communication.

The role requires strong organization, discretion, and the ability to handle confidential information while coordinating with providers and staff across the organization.