Administrative Assistant Job Description The Administrative Assistant provides administrative support services for one or more individuals, a department, or a division. This role assists supervisors with routine personnel, budget, and other operational details, and typically reports to a manager, director, or division head. Responsibilities + Serve as an intermediary between the supervisor and other departmental staff by transmitting written and oral requests, messages, and instructions. + Assist with budget preparation and monitor and maintain records of expenses for variance reporting. + Assist in the planning and logistical coordination of meetings, office activities, forums, and conferences. + Review and revise brochures, announcements, or other informational items regarding program and/or departmental operations. Draft, edit, and format materials such as flyers, leaflets, and letters. + Prepare minutes of meetings, agendas, correspondence, statistical reports, tables, and other documents, and transcribe dictation as needed. + Prepare and follow up on purchase orders, change orders, check requests, and petty cash vouchers. Process and follow up on tuition and other forms of reimbursement for assigned staff. + Make travel arrangements and accommodations. Prepare travel reimbursements and expense reports. + Screen and prioritize all incoming mail for needed action and follow up. Respond to mail where appropriate or distribute mail requiring attention to the appropriate individual(s). + Screen telephone calls, answer routine inquiries, or refer the caller to the appropriate individual for response. + Screen and schedule patient appointments, schedule referrals for special testing or doctor's visits, and keep records of patient billing for submission. + Maintain employee and/or patient files. + Assist in processing payroll and/or maintaining the PTO system for the department. + Track expiration dates of staff's professional licensure and notify staff of upcoming license expiration dates to prevent suspension. + Perform other related duties as required. Essential Skills + 2-3 years of administrative or medical office experience required. + Proficiency with MS Office Suite at an intermediate level. + Adaptability to maintain effectiveness when experiencing major changes in work responsibilities or environment. + Ability to apply new job-related information in a timely manner. + Effectively meet customer needs and build productive customer relationships. + Develop and use collaborative relationships to facilitate the accomplishment of work goals. + Clear communication skills to convey information and ideas through a variety of media. + Active participation as a member of a team to move toward the completion of goals. + Effective decision-making skills to identify and understand issues, problems, and opportunities. + Proactive in taking action to accomplish objectives and achieve goals. + Effective time management to ensure that work is completed efficiently. + Quality orientation by considering all areas involved in tasks and accurately checking processes and tasks. Additional Skills & Qualifications + College degree preferred. + Customer service experience. + Experience with filing and front desk management. + Experience with calendar management. Work Environment This position is based in the Department of OBGYN Reproductive Science Shift The schedule is Monday to Friday, 9 AM to 5 PM, with a total of 37.5 hours per week. The work environment is supportive and inclusive, with an emphasis on employee wellness, professional growth, and continuous education and training. Pay and Benefits The pay range for this position is $18.00 - $20.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision• Critical Illness, Accident, and Hospital• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available• Life Insurance (Voluntary Life & AD&D for the employee and dependents)• Short and long-term disability• Health Spending Account (HSA)• Transportation benefits• Employee Assistance Program• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in New York,NY. Application Deadline This position is anticipated to close on Feb 7, 2025. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service. Diversity, Equity & Inclusion At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through: + Hiring diverse talent + Maintaining an inclusive environment through persistent self-reflection + Building a culture of care, engagement, and recognition with clear outcomes + Ensuring growth opportunities for our people The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.