Administrative Assistant presso HSS - Hospital for Special Surgery

How you move is why we’re here. ®
Now more than ever.

Get back to what you need and love to do.
The possibilities are endless...
 
Now more than ever, our guiding principles are helping us in our search for exceptional talent - candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success.
 
If this describes you then let’s talk!
 
HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. As a recipient of the Magnet Award for Nursing Excellence, HSS was the first hospital in New York City to receive the distinguished designation. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive and inclusive environment.

Working with colleagues who love what they do and are deeply committed to our Mission, you too can be part of our transformation across the enterprise.

Emp Status

Regular Full time

Work Shift

Day (United States of America)

Compensation Range

The base pay scale for this position is $30.77 - $46.84. In addition, this position will be eligible for additional benefits consistent with the role. The salary of the finalist selected for this role will be determined based on various factors, including but not limited to: scope of role, level of experience, education, accomplishments, internal equity, budget, and subject to Fair Market Value evaluation. The hiring range listed is a good faith determination of potential compensation at the time of this job advertisement and may be modified in the future.

What you will be doing

Reports to: Director, Administration
HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology by U.S. News & World Report. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive, and inclusive environment. Collaborating with colleagues who love what they do and are deeply committed to our mission, you too can be part of our transformation across the enterprise.
The Administration team is charged with providing comprehensive administrative support to the HSS Executive Team and Office of Medical Leadership. The Administration team consists of Executive Administrators and Administrative Assistants, overseen by the Director, Administration and reporting through the EVP, Chief Strategy, Transformation, and Growth Officer. The team is responsible for anticipating administrative needs, thinking critically, and offering solutions to problems in a timely manner and with a high level of professionalism and confidentiality. As part of this team, you will be an essential administrative resource, helping our hospital stay on top of our game, so we can ensure our patients do the same.
Emp Status
Regular Full time
Work Shift
Day (United States of America)

Job Summary
Reporting to the Director, Administration, the Administrative Assistant will fill an essential role providing direct administrative support to one or more members of the HSS executive team and/or Office of Medical Leadership. In this role, the Administrative Assistant will act as the backbone to his/her portfolio of executives, ensuring consistent, high-level of administrative support is provided.
Key Responsibilities
Administrative Support
• Calendar Management: Manage scheduling and coordination of meetings with internal and/or external stakeholders with a clear sense of urgency and accuracy.
• Communications Management: Respond to emails and phone calls promptly, routing inquiries to the appropriate individual and following up to ensure completion of task as needed.
• Office Administration: Coordinate office maintenance tasks, receive and triage mail, manage inventory of office and break room supplies as applicable, reconcile and approve invoices and expenses in a timely manner.
• Dimensions Timekeeping: Ensure timely submission of Dimensions timekeeping reports for assigned cost centers.
• Expense Management: Manages department invoices and processes payments as needed.
• Meeting Preparation: Take ownership in ensuring meeting preparation is complete from an administrative support perspective including reserving conference rooms, supporting IT set-up and/or triaging, printing material as requested, ordering and preparing catering, etc.
• Shared Coverage: Participate in a shared coverage model providing administrative support for other Administrative Assistants when out of office, as needed.
• (if applicable) Travel Arrangements: Coordinate domestic and international travel arrangements, as needed, by reserving and coordinating flights, cars, hotels, etc.
Qualifications
• Ability to work in a fast-paced and deadline-oriented environment.
• Ability to manage multiple executives’ schedules and deliverables.
• Ability to prioritize tasks and requests in order to meet deadlines with critical attention to detail.
• Ability to work with ease and efficiency in high activity work environments.
• Associate’s or Bachelor’s degree or commensurate experience required.
• Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills.
• Strong verbal and written communication skills.
• Demonstrated collaborative skills and ability to work well within a team.
• Self-motivated with critical attention to detail, deadlines, and reporting.
• High degree of proficiency in Microsoft Outlook.
• In-person collaboration, working onsite 4 days per week and working remotely 1 day per week.
o Note: In office requirements subject to change based on executive leader request.
Lifestyle and Work Environment
HSS is the premier institute for musculoskeletal care and aspires for excellence in all endeavors. With a foundational value of diversity, we are committed to an environment of respect, equitable treatment, and opportunity for our patients, employees, and communities. Now more than ever, our guiding principles are helping us in our search for exceptional talent – candidates who align with our unique workplace culture and who want to maximize the abundant opportunities for growth and success. Whether you are early in your career or an expert in your field, you will find HSS an innovative, supportive, and inclusive environment. Working with colleagues who love what they do and are deeply committed to our mission – to help people get back to what they need and love to do better than any other place in the world – you too can be part of our transformation across the enterprise. Flexible work environment including opportunity to work from home within a hybrid work scheme – 4 days per week onsite and 1 day per week remote, unless otherwise requested by the executive(s) supported.

Non-Discrimination Policy
Hospital for Special Surgery is committed to providing high quality care and skilled, compassionate, reliable service to our community in a safe and healing environment. Consistent with this commitment, Hospital for Special Surgery provides care, admits, and treats patients and provides all services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, physical or mental disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by federal, state, or local law or by accreditation standards.

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