Administrative Assistant II

Employment Type: Contract
Location: New York, NY 10029
Duration: 10 weeks
Schedule: Monday–Friday, 9:00 AM–5:00 PM
Hours: 37.5 hours/week
Extension: Possible based on business needs

Position Summary

We are seeking an experienced Administrative Assistant / Business Operations professional to provide comprehensive administrative and operational support within a healthcare/medical environment.

The ideal candidate will be highly organized, proactive, detail-oriented, and comfortable managing multiple priorities while working with various internal departments and external stakeholders.

Key Responsibilities

• Research, organize, and compile information for reports and presentations.
• Prepare statistical reports and organize data for calculations and analysis.
• Monitor department budgets, grant allocations, expenses, and accruals.
• Prepare financial and administrative documents for management review.
• Maintain employee files and support HR and payroll-related transactions.
• Prepare and submit weekly payroll information and coordinate with HR/Payroll to resolve issues.
• Manage calendars and coordinate meetings and appointments.
• Coordinate logistics for meetings, conferences, seminars, forums, and visiting professionals.
• Prepare meeting materials, informational packets, and meeting minutes.
• Review documents submitted to management to ensure all required information and approvals are included.
• Monitor office supplies and inventory and coordinate replenishment.
• Work with Purchasing and vendors to obtain equipment and supplies and secure competitive pricing.
• Track vendor contracts and assist with contract renewals.
• Coordinate with internal departments and external contacts to complete projects and assignments.
• Assist with grant applications and preparation for accreditation and regulatory surveys.
• Arrange business travel, accommodations, reimbursements, and expense reports.
• Screen and route incoming mail and telephone calls.
• Respond to routine inquiries and direct questions to the appropriate department or individual.
• Schedule patient appointments, referrals, special testing, and physician visits as needed.
• Maintain patient billing information for submission.
• Perform other administrative and operational duties as assigned.

Required Qualifications

• 4+ years of related administrative or business experience.
• Associate's degree or equivalent combination of education and experience.
• Bachelor's degree preferred.
• EPIC experience required.
• Experience providing administrative support in a healthcare or business environment.
• Experience with calendar management and scheduling.
• Experience making travel arrangements.
• Strong Microsoft Office Suite skills, including intermediate-level proficiency.
• Excellent written and verbal communication skills.
• Strong organizational and attention-to-detail skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work effectively with HR, Payroll, Purchasing, vendors, and other departments.
• Strong problem-solving and decision-making skills.
• Ability to work independently while contributing effectively to a team.