Administrative Assistant

Overview

TAJ Technologies, Inc. is seeking an Administrative Assistant for a client project based in New York, NY. This is a contract role expected to last at least three months with potential for extension. Candidates should have a minimum of four years of relevant administrative experience.

Key Responsibilities

• Gather, organize, and compile data necessary for various reports.
• Prepare statistical reports and support budget monitoring, including grant allocations and accrual maintenance.
• Create and organize supporting documents to maintain accurate and balanced accounts for review and approval.
• Manage departmental employee records ensuring compliance with regulations.
• Initiate and manage human resources and payroll transactions, including weekly payroll submission and issue resolution coordination.
• Assist with planning and logistical support for forums, seminars, conferences, and other meetings.
• Develop and coordinate informational materials for event participants and transcribe and distribute minutes.
• Identify and resolve common administrative or operational issues within the work unit.
• Review submitted materials for completeness and accuracy prior to supervisor's review.
• Maintain adequate department supplies, perform inventory checks, coordinate procurement with Purchasing for best pricing, and renew vendor contracts as necessary.
• Serve as liaison with external departments or parties to support project and assignment completion.
• Support grant application processes, special projects, and accreditation survey preparations.
• Arrange travel, accommodation, prepare expense reports, and reimbursements for employees.
• Manage incoming mail by screening, responding when appropriate, and ensuring follow-up.
• Screen telephone calls, respond to inquiries, and direct calls to relevant colleagues.
• Manage patient scheduling, referrals, and billing records related to healthcare services.
• Perform additional related duties as required.

Candidate Profile and Skills

• Adapts effectively to significant changes in work responsibilities and environments.
• Quickly assimilates and applies new job-related information.
• Strives to meet customer needs, fostering productive relationships and enhancing customer satisfaction.
• Works well collaboratively within teams to achieve shared objectives.
• Communicates clearly and effectively across various media to engage and inform target audiences.
• Uses analytical abilities to troubleshoot issues, evaluate opportunities, and apply suitable solutions.
• Demonstrates proactive behavior and takes initiative to exceed work goals.
• Efficiently manages time and resources for optimal task completion.
• Displays diligence and attention to detail in all aspects of work including process and task accuracy.
• Maintains composure and effectiveness under pressure or ambiguity, managing stress appropriately.