Provide administrative support to the Vice President. Duties include general clerical and project based work. Oversees the daily operations of the PACE Center. Performs varied and diverse duties requiring knowledge of office systems and procedures. Clerical duties may be assigned in accordance to necessity of department needs and may include a combination of answering telephones, typing or word processing, office machine operation, and filing. Use of ADP (for payroll) and use of the M-System.
Trains, assigns duties and work schedules, and supervises the work of subordinate staff. Maintain efficient scheduling operations.
Responsible for purchasing and servicing of office equipment; orders and issues office supplies, stationary, business cards, and forms; operate office equipment
Coordinate clerical functions such as keeping track of invoices, directs the processing and distribution of internal and external mail.
Assists with special project preparation, as deemed by Vice President
Place telephone calls or arrange conference calls as instructed
Handling of M-System entry data; inputting invoices & ordering supplies, overseeing data entries of other clerical staff
Facilitates communication within department and amongst other departments
Responsible for ordering marketing supplies, as needed. Maintain Harlem’s marketing closet with administrative team
Overseeing check request submissions; managing check requests for conferences, educational courses, and trips
Backup coverage of front desk for lunch/breaks, if necessary
Creation of flyers, cards, and any invitations as needed
Coordinates Purchasing, Invoicing, and Accounts Payable functions
Helps organize departmental events and functions
Assistance with Transportation software
Formal Education: Bachelor's Degree
Experience: 3 years
License, Registration, and / or Certification Requirement: No
Minimum Knowledge: Requires ability to interpret/extract information and/or perform arithmetic functions.
Language Ability: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Bachelor's Degree preferred
1 year of experience with a frail or elderly population
3 years of administrative assistant experience
Strong interpersonal and communication skills. Clear, concise writing and presentation skills. Strong orientation to objectivity, and deadlines. Decisive and exercises good judgment under pressure. Ability to work independently with attention to detail. Acts as liaison to other departments.
Excellent computer proficiency in Microsoft Word, Excel, Powerpoint, Outlook
Must be internet savvy
Able to read, write, and speak English (good written/verbal) communication
Strong organization skills
Analytical and problem solving skills, as well as the ability to work and communicate effectively with all levels of staff
Proactively identifies problems or issues and takes lead in resolving issues. Demonstrated creativity in finding solutions.
Demonstrates ability to influence and enlist support.
Demonstrated ability to diagnose problems.
Demonstrates ability to diagnose and coach on related issues.
Demonstrates clear and concise reporting writing and presentation skills.
Demonstrates strong research and data interpretation skills/secondary research resources (i.e., Internet).
Demonstrates strong interpersonal skills.
Demonstrates a strong self-initiative and self-motivation.
Demonstrates effective time, organizational and prioritization skills.