Administrative Assistant III (OHS)

Occupational Health Services Administrative Assistant III will perform administrative support duties of a complex nature in support of Einstein Occupational Health Services to relieve supervisor of clerical and administrative responsibilities and to main efficiency of the deparments operations. 

Key Responsibilities     

• Serve as a contact point for parents, staff, and health providers, facilitating communication regarding student health needs, including managing injury/illness, follow-ups, and health protocols.
• Maintain accurate, confidential student health records, including immunization logs, health histories, and medication administration logs.
• Assist with the coordination of all office functions;   such as ordering supplies, answering phones, responding to emails and maintaining inventory.
• Assist in coordination special events. Activities may include preparing the agenda, arranging meeting facilities and handling supplies and refreshments, as needed;
• Independently prepares non-routine correspondence for supervisor;
• Maintain records of expenditures; monitor budgets and notify supervisor of potential problems;
• Assist in procurement and payment processes; utilize computer based programs to submit and track supply orders, requisitions, reimbursement forms for business expenses, vendor invoices, consultant agreements, work orders, etc.;
• Assist in the coordination of department/division related activities including but not limited to the  onboarding of new personnel, volunteer applications, etc.;
• Ensure adherence to Einstein policies, health regulations, and state laws (e.g., HIPAA, FERPA).

Education: High school diploma or equivalent is required and 4+ years of administrative support experience are required. Equivalent combination of education and experience will also be considered

College degree preferred; Experience working in a school setting is preferred.

Strong communication, organization, and proficiency with Electronic Health Records (EHR) and Microsoft Office software.

Ability to work with a diverse community, maintain confidentiality, and handle emergencies with a calm demeanor. 

Must demonstrate good judgment, initiative and attention to detail

Must be able to effectively track time and resources to prioritize own work assignments

Must be able to work independently and produce quality work from conception to completion on assigned projects.

Must possess strong customer service, communication and organizational skills

Must possess high degree of familiarity with College and departmental/ divisional policies, procedures and practices;

Uses independent judgment when responding to inquiries.

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