Office Administrator

What We Provide

• Referral bonus opportunities
• Generous paid time off (PTO), starting at 20 days of paid time off and 9 company holidays
• Health insurance plan for you and your loved ones, Medical, Dental, Vision, Life and Disability
• Employer-matched retirement saving funds
• Personal and financial wellness programs
• Pre-tax flexible spending accounts (FSAs) for healthcare and dependent care
• Generous tuition reimbursement for qualifying degrees
• Opportunities for professional growth and career advancement
• Internal mobility, generous tuition reimbursement, CEU credits, and advancement opportunities

What You Will Do

• Plans and/or organizes and coordinates the day to day operations and administrative activities/functions/administration to support an organizational unit/function.
• Provides administrative support to management during the budget process. Monitors the department budget (in whole or in part) which includes the reconciliation of all purchase orders and requisitions for direct reports and other expenses.
• Maintains calendar of due dates of recurring reports, information and dates as requested by Department Head. Follows-up on outstanding requests, as necessary. Reviews, tracks and monitors Agency/Department reports as necessary.
• Approves and schedules meetings using Outlook Calendar. Takes notes and follows-up after meetings, as needed.
• Monitors and maintains files by ensuring that files are current and of relevant nature. Assists in the management of efficient personnel record keeping system for the department/program. Coordinates with Human Resources, Payroll and other departments to resolve administrative problems or issues.
• Answers and screens telephone calls; using established/appropriate greeting; takes detailed/accurate messages and routes calls to appropriate party, area and programs and follows-up with internal/external clients as needed.
• Monitors and projects office supply inventory; orders office supplies as needed. Checks purchase requisitions against packing slips to verify accuracy of order. Follows-up with vendors to confirm orders and resolves any discrepancies.
• Assists and serves as backup to Administrative Services management with the setting up of new hires, which includes on-boarding of new staff and ordering equipment when necessary. Identifies system needs and requests system access based on the new staff's role and department needs. Ensures that office systems and equipment (i.e. computer at work station, e-mail address, phone etc.) for new staff is setup properly prior to start date.
• Maintains and monitors computers, laptops, phones, printers, cell phones, and scanners for all staff. Re-deploys equipment to VNS Health Plans staff under the direction of Manager, Administrative Services.
• Coordinates and implements production of copied materials, including, mass mailings, brochures, binders, newsletters, handbooks, etc. for distribution to staff, management and members. Ensures copied content is clear, accurately collated, sized and verifies quantity meets specification of order.
• Performs administrative support functions as needed, including use of word processor and spreadsheet applications, data entry, photocopying, filing, faxing. Manages monthly service scheduling for the Program/Department.
• For Brooklyn office only:
• Processes Assessment Visit Vouchers and submits spreadsheets to payroll for processing.
• Assists MAP/FIDA, Education, Behavioral Health and UM Departments with special projects.
• For Manhattan office only:
• Opens, dates, sorts and directs incoming and outgoing correspondence to appropriate areas for action and follow up as needed.
• Prepares and collates mailings/packets/envelopes/labels to order specifications and established formats. Ensures and verifies quantity and quality meet specification of order.
• Maintains file room. Files/re-files folders and shelves supply inventory in an accurate and timely manner.
• Participates in special projects and performs other duties as assigned.

Licenses and Certifications:
Valid driver's license or NYS Non-Driver photo ID card, may be required as determined by operational/regional needs.

Education:
High School Diploma or the equivalent or the equivalent work experience required
Bachelor's Degree in Business Administration, Health Care Administration or other related field preferred

Work Experience:
Minimum of five years progressive administrative, business or office experience required
Advanced personal computer skills, including Microsoft Word, PowerPoint, and Excel required
Effective oral, written communication and interpersonal skills required
Ability to multi task in a fast-paced environment required