Administrative coordinator jobs in Hoboken, NJ

Org Unit: Chair Support Work Days: Monday-Friday Weekly Hours: 35.00 Exemption Status: Non-Exempt Salary Range: $35.11 - $48.00 *As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices Position Summary Under guidance, provides senior level executive support to senior staff within the department. Job Responsibilities Ensures the smooth functioning of the executive office. Implements and monitors office systems to improve efficiency. Serves as a confidential secretary, handles situations of highly confidential and/or sensitive nature on a daily basis. Coordinates calendars and schedules appointments and meetings. Prioritizes requests for meetings and coordinates the necessary arrangements for meetings. Coordinates projects relating to items such as regulatory issues, educational activities, philanthropic activities, fundraising efforts and program development. May develop, maintain and/or disseminate departmental or functional specific policies and procedures. May also be responsible for maintaining a departmental standard operating procedures (SOP) manual if available. Responsible for travel and conference arrangements. Organizes itinerary, makes appropriate reservations for travel and accommodations. Initiates and prepares written correspondence as needed and based on functional needs. Responsible for procurement activities related to goods, services, and/or equipment as needed. Responsible for disbursement/reimbursement activities as needed. Assists with responsibilities associated with professional organizations and external advisory boards and committees, which may include membership renewals, professional certifications, and journal renewals. Records and distributes meeting minutes. Provides follow up on action items identified during meetings. Answers phones, responds to inquiries and triages calls to appropriate personnel. Assists with special projects as directed. Education High School Diploma Experience Bachelor's degree is preferred. Approximately 5 years of experience as an executive assistant working for a high-level senior physician or executive Knowledge, Skills and Abilities Demonstrated strong communication and interpersonal skills; demonstrated ability to interact with multiple constituencies and exercise "people skills". Demonstrates ability to exercise standards of professionalism, including appearance, presentation and demeanor. Demonstrated proficiency with MS Office Suite and database applications. Excellent communication skills (both verbal and written). Licenses and Certifications Working Conditions/Physical Demands Standard office work Cornell welcomes students, faculty, and staff with diverse backgrounds from across the globe to pursue world-class education and career opportunities, to further the founding principle of "any person, any study." No person shall be denied employment on the basis of any legally protected status or subjected to prohibited discrimination involving, but not limited to, such factors as race, ethnic or national origin, citizenship and immigration status, color, sex, pregnancy or pregnancy-related conditions, age, creed, religion, actual or perceived disability (including persons associated with such a person), arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual's genetic information, domestic violence victim status, familial status, marital status, or any other characteristic protected by applicable federal, state, or local law. Cornell University embraces diversity in its workforce and seeks job candidates who will contribute to a climate that supports students, faculty, and staff of all identities and backgrounds. We hire based on merit, and encourage people from historically underrepresented and/or marginalized identities to apply. Consistent with federal law, Cornell engages in affirmative action in employment for qualified protected veterans as defined in the Vietnam Era Veterans' Readjustment Assistance Act (VEVRRA) and qualified individuals with disabilities under Section 503 of the Rehabilitation Act. We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.