Under minimal supervision, this position is responsible for day-to-day administrative and business activities related to research and operations of Sinai Urban Health Institute. This position provides administrative support to SUHIâ€™s President, Senior Research Director, and a staff of 30-40 epidemiologist, supervisors, program managers, and community health workers. He/she will provide scheduling support, organize meetings and take minutes, maintain records, maintain department calendars and email, process timecards, assist in HR-related functions (e.g. onboarding staff, providing departmental orientation and professional development trainings, preparing HR Action Forms, job descriptions, etc.), assist in developing administrative systems and procedures, as well as initiate and track requests for support services (e.g. printing, supplies, keys, environmental services, pest control, engineering, security, etc.). Under supervision, he/she performs basic departmental accounting, including processing check requests, purchase orders, petty cash, and corporate card transactions, pulls financial reports, and performs monthly budget tracking to assigned cost centers.
Reports to: Business and Grants Manager
ESSENTIAL FUNCTIONS AND DUTIES: ADMINISTRATION
Maintains effective written and verbal communications with staff and others through appropriate and considerate interactions. Models SUHIâ€™s mission, vision and values, and maintains a high-level of discretion/confidentiality.
Provides general administrative duties (e.g. gathering signatures, greeting visitors, wayfinding, assisting with major events) and heavy scheduling support for Senior leadership staff, including SUHIâ€™s President and Senior Research Director. May attend associated meetings to take minutes.
Organizes the logistics of the monthly all-staff meeting and provides minutes. Prepares presentation materials (PowerPoints and tables) as needed.
Performs recordkeeping of both electronic and physical files, including research; performs copying, filing, faxing; and maintains department calendars and email.
Maintains a functional and pleasant work environment by initiating and tracking requests for printing, supplies, keys, environmental services, pest control, engineering, security, mailroom, and other support services. Assists in managing IS needs including software licensing, renewals, and upgrades.
Actively contributes to at least one SUHI Workgroup.
Collaborates with supervisors to on-board new staff, including office assignment and cleaning, office equipment, business cards, IT needs, and phone set-up.
Provides orientation training for new SUHI staff related to work expectations of SUHI employees, protocol and compliance issues, using various pieces of office equipment, and explaining employee timekeeping procedures. Obtains various equipment and supplies for new SUHI staff.
Assists in preparing HR Action Forms for staff promotion and terminations, changes in salary, job status, or job title and cost center moves.
Assists in preparing job descriptions, opening new positions, and tracking HR processes to facilitate staff transitions.
Assists with annual employee review process. Tracks annual compliance with Net-Learning, vaccinations, and TB testing.
Plans and prepares trainings for staff professional development, especially relating to administrative policies and functions.
Performs basic departmental accounting tasks such as preparing and tracking purchase orders, check requests, and petty cash; tracks down checks and deposits all revenue; provides back up of all expenses to grant managers; ensures use of tax exempt letters; and provides pay histories for all current grant projects. Reviews conference budget forms.
Manages and reconciles SUHIâ€™s corporate credit card(s).
Pulls monthly financial reports from Meditech (Balance/Liability Sheets, Detail Trial Balances, and Payroll histories) for all SUHI cost centers. On a quarterly basis, verifies time allocations with staff.
May perform detailed monthly budget tracking with information from general ledger reports for individual cost centers and alert SUHIâ€™s Business & Grants Manager to any issues.
Performs all other duties as assigned.
MINIMUM EDUCATION AND WORK EXPERIENCE:
â€¢Bachelor's degree required.
â€¢2-5 yearsâ€™ experience in administrative support work preferred, in a public health, healthcare, or research setting.
SKILLS & ABILITIES
â€¢Strong interest in serving your colleagues and community; contributing to SUHIâ€™s vision for all communities to thrive in health.
â€¢Proficient in Microsoft WORD, Excel, Access and Power Point, and the ability to pick-up additional computer skills as needed.
â€¢Extensive knowledge of office methods and procedures, filing, telephone techniques, and office equipment, as well as English usage, spelling, grammar, and punctuation.
â€¢Ability to perform administrative duties with speed and accuracy with minimal supervision.
â€¢Requires great attention to detail and intermediate math skills.
â€¢Must be a self-starter who completes tasks in a timely manner without reminders.
â€¢Excellent interpersonal skills enabling him/her to interact with caregivers in all settings of the Health System.
â€¢Strong organizational skills with an ability to juggle many requests, many tasks, and many people all at one time.