Administrative Assistant II

Responsibilities

This position is responsible for performing responsible administrative duties to a small to mid-sized operational unit.  This position performs a full range of office support functions required for the operation of an assigned organizational unit. This position may support one or more staff.

• Maintain time and attendance records for Facilities staff. Responsible for tracking personal, vacation, and sick time.
• Create and maintain spreadsheets for analysis and tracking purposes.
• Manage electronic card access system daily.
• Serving as a point of administrative contact and liaison with other offices, individuals and external constituents.
• Provides administrative assistance and support to the assigned organizational managerial staff.
• Prepares various reports based on operational assignment.
• Make decisions within established guidelines, policies, or directions.
• Prepare and edit essential documentation, including memos, reports, and other forms of communication.
• Maintaining organizational databases updated with necessary information and be able to run and analyze reports from those databases.
• Coordinates the scheduling of projects, special events, operational programs that require coordination with multiple constituents (both internal and external).
• Responds to routine inquiries requiring organizational knowledge.
• Performs routine office administrative functions such as typing, filing, copying, scanning, data entry and answering phones.
• Work with a team or independently as assigned.
• Sets up, organizes, and maintains electronic and paper filing systems for records, correspondence, and other material Manage service and maintenance records and documentation in adherence to quality-control / regulatory standards.
• Initiates and manages requisitions and check requests; track and review invoices for accuracy and prepare for Finance / Accounting.
• Follow up on invoices, requisitions, purchase orders, and payments.
• Procure and manage office / building supplies.
• Arranges meetings and maintain calendars for appropriate staff members as required.
• Assess procedures and make recommendations for improvement.
• Any related duties as assigned.

Qualifications

Education :

High School Diploma or Equivalent.  Associate degree in Business Administration preferred.

Experience :

2-3 years of experience providing administrative support / office management to a complex organizational unit.

Any combination of education, training and experience that has supplied the necessary knowledge, skills and experience to perform the essential functions of the job.

For applicants who will perform this position in New York City or Westchester County, the proposed hourly salary is $26.60 / hr. to $29.60 / hr. For applicants who will perform this position outside of New York City or Westchester County, salary will reflect local market rates and be commensurate with the applicant’s skills, job-related knowledge, and experience.

Unless otherwise specified, all posted opportunities are located in the New York or Greater Tri-State office locations.

Overview

Founded in 1964, New York Blood Center (NYBC) has served the tri-state area for more than 60 years, delivering 500,000 lifesaving blood products annually to 150+ hospitals, EMS and healthcare partners. NYBC is part of New York Blood Center Enterprises (NYBCe), which spans 17+ states and delivers one million blood products to 400+ U.S. hospitals annually. NYBCe additionally delivers cellular therapies, specialty pharmacy, and medical services to 200+ research, academic and biopharmaceutical organizations. NYBCe’s Lindsley F. Kimball Research Institute is a leader in hematology and transfusion medicine research, dedicated to the study, prevention, treatment and cure of bloodborne and blood-related diseases. NYBC serves as a vital community lifeline dedicated to helping patients and advancing global public health. To learn more, visit nybc.org. Connect with us on Facebook, X, Instagram, and LinkedIn.