Administrative Assistant Job at Hospital for Special Surgery in New York

Overview

Administrative Assistant role at Hospital for Special Surgery (HSS). Regular full time, Day shift, United States of America. The base pay range is $30.77 - $46.84 per hour and includes additional benefits as applicable. Final salary determined based on factors including scope of role, experience, education, internal equity, budget, and Fair Market Value evaluation.

HSS is consistently among the top-ranked hospitals for orthopedics and rheumatology and is committed to an innovative, supportive, and inclusive environment. The Administration team provides comprehensive administrative support to the HSS Executive Team and Office of Medical Leadership. This role acts as the backbone to the executive portfolio, ensuring high-level administrative support with professionalism and confidentiality.

Note: In-office requirements subject to change based on executive leader request.

What You Will Be Doing

Reports to: Director, Administration.

• Provide direct administrative support to one or more members of the HSS executive team and/or Office of Medical Leadership.
• Serve as an essential administrative resource to support the portfolio of executives and ensure timely, professional service.

Key Responsibilities

• Calendar Management: Schedule and coordinate meetings with internal and external stakeholders with urgency and accuracy.
• Communications Management: Respond to emails and phone calls promptly, route inquiries to the appropriate individual, and follow up to ensure task completion.
• Office Administration: Coordinate office maintenance, triage mail, manage office and break room supplies, and reconcile and approve invoices and expenses.
• Dimensions Timekeeping: Ensure timely submission of Dimensions timekeeping reports for assigned cost centers.
• Expense Management: Manage department invoices and process payments as needed.
• Meeting Preparation: Ensure meeting readiness, including reserving conference rooms, IT setup/support, printing materials, and arranging catering as requested.
• Shared Coverage: Provide administrative support for other Administrative Assistants as part of a shared coverage model.
• Travel Arrangements (if applicable): Coordinate domestic and international travel, including flights, cars, and hotels.

Qualifications

• Associate’s or Bachelor’s degree or commensurate experience required.
• Ability to work in a fast-paced, deadline-oriented environment with multiple executives’ schedules.
• Strong attention to detail, prioritization, organizational, interpersonal, and problem-solving skills.
• Excellent verbal and written communication skills; collaborative team player.
• Self-motivated with a high degree of professionalism and confidentiality.
• Proficiency in Microsoft Outlook.
• In-person collaboration required: onsite 4 days per week, remote 1 day per week; in-office requirements subject to change based on executive leader request.

Lifestyle and Work Environment

HSS is committed to diversity, equitable treatment, and opportunity for patients, employees, and communities. We offer a flexible work environment including a hybrid option (4 days onsite, 1 day remote) unless otherwise requested by the executive(s) supported.

Non-Discrimination Policy

Hospital for Special Surgery provides care and services without regard to age, race, color, creed, ethnicity, religion, national origin, culture, language, disability, socioeconomic status, veteran or military status, marital status, sex, sexual orientation, gender identity or expression, or any other basis prohibited by law or accreditation standards.

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Hospitals and Health Care

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