Administrative Aide

About the position The Administrative Aide will join the newly established Public Health Continuing Education Unit, within the Division of Public Health Infrastructure. The Administrative Aide will provide administrative support to Unit directors and staff. Responsibilities will include handling and coordinating calendars, coordinating schedules and processing travel; assisting with Executive Deputy Clearance (EDCs) requests, Internet/Publication Request Forms (IPR's), assisting to create review, and edit formal correspondence/documents and connecting to Web-Based Video Conferencing platforms. The Administrative Aide will engage with vendors including but not limited to Zoom, SurveyMonkey, handle purchase orders, organize SharePoint for the program, and perform other related duties as assigned.

Responsibilities

• Handling and coordinating calendars
• Coordinating schedules and processing travel
• Assisting with Executive Deputy Clearance (EDCs) requests
• Assisting with Internet/Publication Request Forms (IPR's)
• Assisting to create review, and edit formal correspondence/documents
• Connecting to Web-Based Video Conferencing platforms
• Engaging with vendors including but not limited to Zoom, SurveyMonkey
• Handling purchase orders
• Organizing SharePoint for the program
• Performing other related duties as assigned

Requirements

• Bachelor's degree in a related field; OR an Associate's degree in a related field and one year of general office, secretarial, or administrative experience; OR three years of such experience.
• Valid and unrestricted authorization to work in the U.S. is required.
• The selected candidate must reside within a reasonable commuting distance of the official work location specified in the job posting and must also be located in or willing to relocate to one of the following states: New York, New Jersey, Connecticut, Vermont, or Massachusetts, prior to hire.
• Compliance with funding requirements such as time and effort reporting, grant deliverables, and contract deliverables, is required.

Nice-to-haves

• Three years of general office, secretarial, or administrative experience in a community based, government or public health setting
• At least two years of experience managing multiple assignments simultaneously
• Experience maintaining tracking and or project management software and systems
• Experience using Microsoft Teams, SharePoint, Webex, Zoom, and Momentive Software Applications. (SurveyMonkey, Apply)
• Demonstrated experience managing multiple avenues of information for internal and external audiences and assuring they are accurate, congruent, and up to date.
• Demonstrated strong interpersonal and communication skills, as well as experience working with a diverse group of people.
• Experience assisting to resolving day-to-day operational problems

Benefits

• Health, dental and vision insurance - Several comprehensive health insurance plans to choose from
• Flexible benefit accounts - Medical, dependent care, adoption assistance, parking and transit
• Generous paid time off - Paid federal and state holidays, paid sick, vacation and personal leave
• Tuition support - Assistance is available for individuals pursuing educational or training opportunities
• Retirement Benefits - HRI is a participating employer in the New York State and Local Retirement System and offers optional enrollment in the New York State Deferred Compensation Plan. HRI provides a postretirement Health Benefits Plan for qualified retirees to use towards health insurance premiums and eligible medical expenses
• Employee Assistance Program - Provides educational and wellness programs, training, and 24/7 confidential services to assist employees, both personally and professionally

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