Administrative Assistant

Provides assistance to the Director of Education under limited supervision, coordinates and performs a variety of administrative and operational support duties for the Medical Imaging Program, including but not limited to directing calls and routine inquiries, processing of correspondence, forms, reports, budgets, bookkeeping, process forms and information, perform data entry as needed and maintain established spreadsheets, establish and maintain files and records. Prepare, edit, and proof-read documents to ensure accuracy. The Administrative Assistant should be a self-motivated individual who is able to process information efficiently and with great attention to detail. He or she must exhibit the highest levels of professionalism and problem-solving abilities for routine to complex inquiries or problems. The candidate will be expected to follow and ensure compliance with institutional.

• Maintain office calendar.
• Interact with students, vendors and visitors.
• File and maintain student files and maintain confidentiality of records of all students, staff, and school information.
• Supervise the maintenance of all school files (i.e., ARRT, JRCERT, N.Y. State Department of Health).
• Handle all incoming and outgoing office correspondence.
• Disburse school mail to staff and coordinate mail. Open, sort and distribute incoming correspondence, including faxes and emails.
• Maintain academic schedule for school.
• Respond to questions about the school programs.
• Schedule and book rooms for classes.
• Answer phone and transfer to appropriate staff member.
• Prepare application packets for prospective students and mail out.
• Perform general duties to include but not limited to copying, faxing, mailing, and filing.
• File and retrieve student documents, records and reports.
• Create documents; such as reports, memos, letters using word processing, spreadsheets, databases, and/or other presentation software.
• Set up and coordinate meetings and conferences.
• Compile, transcribe and distribute minutes of meetings.
• Arrange for the repair and maintenance of office equipment.
• Assist with special events – graduation, alumni events.
• Supervise volunteers as needed
• Other duties as assigned

Education/ Experience

• Associate in Arts required.
• AA degree with at least 3 years experience in general office responsibilities and procedures.
• Knowledge of principles of office management and organization.
• Ability to work alone or as part of a team.

Knowledge/ Skills/ Abilities

• General administrative duties.
• Proficiency in Microsoft Office Suite including Word, Excel, Power Point, & Outlook.
• Demonstrated proficiency in communication (written and verbal).
• Computer literate
• Good writing, analytical and problem solving skills
• Knowledge of filing, record management and general administration
• Ability to communicate effectively
• Ability to operate standard equipment including but not limited to computers, telephone systems, typewriters, calculators, copiers, and facsimile.
• Ability to follow oral and written instructions.