Administrative Assistant III

About Us:

The Administrative Assistant will support the daily administrative and operational activities of the Brain and Cognitive Health Technology (BCHT) division. The ideal candidate is organized, detail-oriented, proactive, and dependable, with the ability to manage multiple responsibilities in a fast-paced academic and research environment. The candidate should also be comfortable using modern workplace technology to support communication, scheduling, and office efficiency.

POSITION RESPONSIBILITIES:

1. Provide administrative support to department faculty and staff.
2. Record, prepare, and distribute correspondence, reports, presentations, meeting materials, and departmental communications.
3. Review, proofread, and edit documents for accuracy, grammar, formatting, and completeness.
4. Schedule appointments, meetings, and maintain calendars for Dr. Germine, and potentially team as needed.
5. Assist in coordination of meetings, seminars, and departmental events.
6. Maintain departmental files, records, and correspondence.
7. Assist with office operations including supply ordering, reimbursement requests, and work orders.
8. Prepare expense reports, travel requests, reimbursement documentation, and departmental purchasing requests.
9. Maintain organized physical and electronic filing systems, databases, and shared digital records.
10. Utilize technology platforms and software applications to improve workflow efficiency, scheduling, communication, and record management.
11. Assist with online systems, cloud-based collaboration tools, and digital communication platforms used by the department.
12. Assist with virtual meetings using Zoom and Microsoft Teams.
13. Demonstrate openness to learning and implementing new technology systems, automation tools, and AI-assisted workplace applications.
14. Assist with mail distribution, telephone coverage, visitor reception, scanning, photocopying, faxing, and general office support.
15. Interact professionally and effectively with faculty, students, fellows, research staff, university departments, and external contacts.
16. Attend departmental meetings, lab meetings, and research coordination sessions as required.
17. Perform additional related duties and special projects as assigned.

QUALIFICATIONS:

• High School Diploma and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered
• Strong written and verbal communication skills.
• Strong analytical and problem-solving abilities with attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Uses independent judgement when responding to inquiries
• Must be able to effectively track time and resources to prioritize own work assignments
• Ability to work independently with minimal supervision and collaboratively within a team environment and produce quality work from conception to completion on assigned projects;
• Must possess high degree of familiarity with college and departmental/divisional policies, procedures and practices;
• Must possess strong knowledge in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with Google Workspace applications (Docs, Sheets, Drive, Calendar) and Project Management and Documentation Software;
• Comfortable using video conferencing and collaboration platforms such as Zoom and Microsoft Teams.
• Experience with databases, scheduling systems, cloud-based file sharing, and online administrative tools preferred.
• Willingness and ability to learn new software systems, digital workflows, and emerging workplace technologies.

Additional Information: In compliance with NYC's Pay Transparency Act, the hourly rates for this are listed below. This rate is based on the 1199 bargaining unit contract. Hiring Rate: $29.01 Post Probationary Rate: $29.54 Job Rate: $30.77