Administrative Assistant II

Job Title: Administrative Coordinator
Department: Medicine – Hematology & Medical Oncology
Location: New York, NY
Shift: Monday to Friday, 9:00 AM – 5:00 PM (7.5 hours/day, 37.5 hours/week)
Contract Duration: 13 weeks
Schedule Notes: 9am-5pm (Calendar management, EPIC system use, patient call experience required)
Hourly rate: $21/hour on W2 (Negotiable)

Role Overview
The Administrative Coordinator supports departmental operations by managing administrative, financial, and logistical tasks. This includes budgeting, payroll coordination, event planning, data compilation, and ensuring compliance with regulatory standards. The role requires strong organizational skills, effective communication, and the ability to collaborate across departments.

Key Responsibilities

• Data & Reporting:
  • Research, compile, and analyze information for reports and statistical data.
  • Prepare and monitor budgets, grant allocations, and maintain accruals.
  • Prepare documents for account review and approval.
• Human Resources & Payroll:
  • Maintain employee files and ensure regulatory compliance.
  • Initiate HR and payroll transactions; generate weekly payroll submissions.
  • Liaise with HR and payroll departments to resolve issues.
• Event & Meeting Coordination:
  • Assist in planning and logistics for forums, seminars, conferences, and visiting professorships.
  • Develop participant information packets; transcribe and distribute minutes.
• Administrative Support:
  • Investigate and resolve operational issues affecting the work unit.
  • Review materials for supervisor attention ensuring completeness and accuracy.
  • Manage inventory, requisition supplies, track vendor contracts, and collaborate with Purchasing.
• Communication & Liaison:
  • Serve as liaison with internal departments and external parties for project completion.
  • Screen mail and telephone calls, respond or redirect as necessary.
  • Schedule patient appointments and referrals, manage patient billing submissions.
• Additional Duties:
  • Assist with grant applications, special projects, and survey preparations (e.g., JCAHO).
  • Arrange travel, prepare reimbursements and expense reports.
  • Perform other related tasks as assigned.

Qualifications & Skills

• Education: Associate’s degree or equivalent experience required; Bachelor’s degree preferred.
• Experience: Minimum 4+ years in administrative or business roles.
• Technical Skills: Intermediate proficiency with MS Office Suite; experience with EPIC preferred.
• Core Competencies:
  • Adaptability to changing work environments and responsibilities.
  • Strong communication skills, both written and verbal.
  • Customer-focused with ability to build loyalty and collaborative relationships.
  • Decision-making and problem-solving skills.
  • Time management and quality orientation.
  • Stress tolerance and proactive initiative-taking.
  • Team players contributing to collective goals.