• Project Specialist

    Location US-NY-New York
    Posted Date 3 weeks ago(3 weeks ago)
    Job ID
    2018-12000
    # Positions
    1
    Facility
    ArchCare Senior Life- Harlem
    Experience (Years)
    3
    Category
    Administrative
    Work Days Per Week
    5
    Shift
    D
    Shift Start Time
    8:30 AM
    Shift End Time
    5:00 PM
    Type
    Full-Time
    # Hours
    37.5
  • Overview

    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.

    Responsibilities

    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

    Qualifications

    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.

     

    Education Requirements

     

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    Bachelor's Degree preferred

     

    Experience Requirements

     

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    1 year of experience with a frail or elderly population

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    3 years of administrative assistant experience

     

    Skill Requirements

     

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    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.

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    Excellent computer proficiency in Microsoft Word, Excel, Powerpoint, Outlook

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    Must be internet savvy

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    Able to read, write, and speak English (good written/verbal) communication

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    Strong organization skills

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    Accountable/results oriented

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    Analytical and problem solving skills, as well as the ability to work and communicate effectively with all levels of staff

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    Proactively identifies problems or issues and takes lead in resolving issues. Demonstrated creativity in finding solutions.

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    Demonstrates ability to influence and enlist support.

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    Demonstrated ability to diagnose problems.

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    Demonstrates ability to diagnose and coach on related issues.

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    Demonstrates clear and concise reporting writing and presentation skills.

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    Demonstrates strong research and data interpretation skills/secondary research resources (i.e., Internet).

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    Demonstrates strong interpersonal skills.

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    Demonstrates a strong self-initiative and self-motivation.

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    Demonstrates effective time, organizational and prioritization skills.

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