Nexus Staff Inc. · 3 months ago
Executive Secretaries and Administrative Assistants
Albany, NY
Full-time
Onsite
New Grad, Entry LevelNexus Staff Inc. is a staffing agency that provides administrative support services, and they are seeking an Administrative Assistant to support multiple senior level executives. The role involves coordinating meetings, managing correspondence, and overseeing operational needs within the organization.
Staffing & Recruiting
Responsibilities
Proofreading and reviewing all outgoing correspondence to ensure all issues have been addressed and are in compliance with PHL 230 or other respective policies and procedures
Coordinating Freedom of Information Law requests; including researching and drafting responses for OPMC Director approval, and tracking assignments
Coordinating Executive Correspondence for OPMC including conducting research and drafting of responses, tracking assignments, proofreading submissions, and reporting on progress
Coordinating responses from the OPMC Web Mailbox to the public and other relevant program mailboxes by conducting research and proofreading responses to ensure accuracy
Coordinating the calendars and scheduling meetings of the Bureau Director, the two Deputy Directors, Director of Administrative Services, and the Executive Secretary of the Board, taking meeting minutes, and disseminating information as necessary
Coordinating with the fiscal unit regarding the procurement of temporary personnel services — performing initial screening of eligible candidates, tracking the scheduling and completion of interviews, obtaining references and background checks, completing all onboarding, and tracking all submitted timecards
Coordinating with the fiscal unit all operational needs for OPMC offices statewide
Working with the Board for Professional Medical Conduct to ensure compliance with vouchering for services and any travel-related needs for members
Working with the Board for Professional Medical Conduct and the Executive Secretary related to recruiting board members, coordinating annual meetings, taking minutes, and disseminating information
Working with the Board for Professional Medical Conduct in conjunction with the fiscal unit regarding the annual board training including but not limited to: securing of a venue and other vendors, creating any necessary instructions for the board members related to travel, participating in the execution of the annual training, and ensuring all vouchering and payments are made in accordance with OCS requirements
Working with the Director of Administrative Services for planning and preparing requests in the recruitment and selection process such as: creating initial recruitment requests, scheduling interviews, checking references, submitting nomination packets, and completing all onboarding and offboarding
Maintaining organizational charts and employee roster information
Liaising between internal and external stakeholders related to administrative and operational needs pertaining to program statewide or the Director's Office
Tracking Clinical Reviewer Quality Assurance assignments and assisting with package reports for submission to Medical Director for review
Participating in administrative unit Quality Assurance programs
Supervising and/or training paraprofessionals or other support staff for administrative services
Qualification
Required
Prior administrative or secretarial experience supporting multiple senior level executives
Excellent communication (written and verbal) skills
Excellent problem-solving and research skills
Excellent organizational skills, with strong attention to detail, ability to multi-task, and meet deadlines
Proficiency with Microsoft Office Suite programs including but not limited to databases and web-based applications
Experience coordinating meetings and calendars of multiple senior level executives, note-taking, expense reports, travel arrangement, and communication with internal and external stakeholders
Experience with office operations including but not limited to program operations, personnel, and fiscal services
Preferred
Experience with the medical conduct process
Experience with the Statewide Financial System (SFS)
Experience with SharePoint
Experience purchasing, receipting, and tracking fiscal expenses
Experience providing supervision and/or training for other staff
Experience participating in staff procurement and recruitment process
Degree in business administration, management, or a related field
Benefits
Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
We offer weekly payments via ACH (Automated Clearing House).
Company
Nexus Staff Inc.
Nexus Staff, a leading client centric staffing firm, provides customized searches resulting in a carefully selected portfolio of professionals for you to choose from.
Founded in 2005
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Finn V.
CEO | ENTREPRENEUR | STRATEGIC PARTNER
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