Administrative Assistant II

Key Responsibilities:

• Event Support: Assist in planning and coordinating major student events, including Match Day, Commencement and Orientation. Collaborate with event organizers and assist in logistical preparations, ensuring events run seamlessly.

• Data Entry: Enter and maintain data for various databases, including the Commencement database, Orientation records (students and speakers), and Outlook room reservation system.
• TouchNet Support: Provide support for TouchNet transactions, including events, activities, whitecoats and Einsteinwear.
• Purchase Orders: Assist in processing Purchase Orders for the Student Life department.
• Parking Pass Distribution: Manage the distribution of student parking passes.
• Calendar Updates: Update student activities calendars to ensure accuracy and relevance.
• Inventory Tracking: Monitor and track inventory for Einsteinwear, whitecoats, and the student activities storage room.
• Service Requests: Submit departmental service request forms as needed to various departments, including housekeeping, security, AV, IT, and grounds.
• Food and Beverage Assistance: Provide support for food and beverage services during events.
• Yearbook Support: Assist in yearbook production, including tracking departmental and family ads.
• Office Triage: Manage office triage, including walk-ins, phone calls, food orders, jury duty coordination, flyer approvals, and virtual store pickups.
• Team Collaboration: Work collaboratively with the Student Life team to execute successful programming, including willingness to work nights and weekends as needed.

• Office Support: Provide general office support, including answering phones, responding to emails, and managing appointment calendars for department staff.
• Communication: Serve as a primary point of contact for inquiries from students, faculty, staff, and external partners. Communicate information effectively and professionally.
• Record Keeping: Maintain accurate and organized records, files, and databases. Assist in data entry and data management tasks.
• Scheduling: Schedule and coordinate meetings, appointments, and events for Director. Ensure that meeting rooms and resources are available as needed.
• Correspondence: Prepare and edit department correspondence, reports, and documents. Proofread materials for accuracy and grammar.
• Travel Arrangements: Arrange travel itineraries, accommodations, and reservations for the director, department staff, faculty, and guests as needed.
• Budget Support: Assist in budget-related tasks, such as tracking expenses, processing invoices, and reconciling financial records.
• Event Coordination: Support the planning and execution of department events, workshops, seminars, and conferences. Coordinate logistics, including catering, room setup, and materials preparation.
• Key Contacts: Interact with various key contacts, including department faculty and staff, students, vendors, and external partners. Build and maintain positive working relationships.
• Independence of Action: This position requires the ability to work independently, exercise sound judgment, and make decisions within established guidelines. Handle confidential information with discretion.

• High School Diploma and 2-4 years of administrative support experience are required. Equivalent combination of education and experience will also be considered.

$25.74

$26.28

$27.09

Albert Einstein College of Medicine is seeking a proactive and organized Student Life Assistant to join our dynamic Student Life team. In this role, you will provide essential office support to ensure the smooth execution of major student events, including Commencement, Orientation, and various student activities. Additionally, you will provide clerical assistance to the Director of Student Life and offer general support to the Student Life team as required.