Position Summary:       

The Administrative Assistant Grade VI will perform administrative functions for the Parnes Clinic.

Position Responsibilities:

• Use judgment and initiative in performing varied clerical and secretarial duties requiring knowledge and understanding of the organization, programs, and procedures related to the work of the Supervisor.
• Type letters, memoranda and manuscripts as assigned.
• Take minutes at meetings.
• Transcribe notes from meetings.
• Read and route incoming mail, including email.
• Process correspondence as directed by the Supervisor. 
• Communicate externally through phone and email, responds to incoming calls, maintains holiday and other external messages on phone lines.
• Maintains social media accounts with posts provided by departmental staff.
• Greet visitors.
• Use tact in dealing with telephone and personal inquiries.
• Prepare and type standard forms, ex: purchase orders, petty cash vouchers, payroll memos, reimbursement forms for business expenses, and position requisition forms.
• Screen telephone calls and determine which can be handled by the Supervisor’s subordinates, other offices, or by self rather than the Supervisor.
• Compose and type varied correspondence of a complicated nature requiring thorough knowledge of the operations and policies of the office, department and university on a regular basis.
• Communicate directly with individuals and groups, both internal and external to the university, exercising independent judgment on non-routine matters requiring knowledge and interpretation of policy, under limited supervision.
• Maintain Supervisor’s calendar.
• Schedule appointments and meetings without prior clearance.
• Assemble necessary background material for scheduled meetings.
• Make any arrangements necessary in connection with scheduled meetings or events (i.e., travel arrangements, room scheduling, hotel accommodations, ordering audio/visual equipment, and ordering food)
• Set up and maintain complex filing systems for client and office file correspondence and other records using departmental databases and systems.
• Maintain records of financial expenditures and notify Supervisor periodically as to status of funds.
• Revise and make recommendations for new office procedures.
• Use independent judgment in responding to inquiries regarding policies, procedures, and regulations based on thorough knowledge of departmental and university policy.
• Assemble data for grant applications and budgets.
• Prepare grant applications and budgets from compiled data.
• Monitor budget balances and alert the Supervisor to potential shortages and overages.
• Maintain office supplies, place orders as needed
• Compile and assist in compiling periodic reports on the basis of general instructions using the departmental database.
• Perform other related duties as assigned.

Experience & Educational Background:

Salary Range:

Grade IV

1199 New Hire rate: $29.60 and 1199 One Year of Service rate: $30.21 

About Us:        

Equal Employment Opportunity:           

Yeshiva University is an equal opportunity employer committed to providing employment opportunities to all employees and candidates without regard to race, color, age, sex, national origin, disability status, or any other characteristic protected by federal, state or local laws.