Administrative Assistant Grade VI

Position Summary:

The Administrative Assistant Grade VI will perform administrative functions for the Parnes Clinic.

Position Responsibilities:

• Use judgment and initiative in performing varied clerical and secretarial duties requiring a knowledge and understanding of the organization, programs, and procedures related to the work of the Supervisor
• Type letters, memoranda, and manuscripts as assigned
• Take minutes at meetings
• Transcribe notes from meetings
• Read and route incoming mail, including email
• Processes correspondence as directed by the Supervisor
• Communicate externally through phone and email, respond to incoming calls, maintain holiday and other external messages on phone lines
• Maintain social media accounts with posts provided by departmental staff
• Greet visitors
• Use tact in dealing with telephone and personal inquiries
• Prepare and type standard forms, ex: purchase orders, petty cash vouchers, payroll memos, reimbursement forms for business expenses, and position requisition forms
• Screen telephone calls and determine which can be handled by the Supervisor's subordinates, other offices, or by self rather than the Supervisor
• Compose and type varied correspondence of a complicated nature, requiring thorough knowledge of the operations and policies of the office, department, and university on a regular basis
• Communicate directly with individuals and groups, both internal and external to the university, exercising independent judgment on non-routine matters requiring knowledge and interpretation of policy, under limited supervision
• Maintain the Supervisor's calendar
• Schedule appointments and meetings without prior clearance
• Assemble necessary background material for scheduled meetings
• Make any arrangements necessary in connection with scheduled meetings or events (i.e., travel arrangements, room scheduling, hotel accommodations, ordering audio/visual equipment, and ordering food)
• Set up and maintain complex filing systems for client and office file correspondence and other records using departmental databases and systems
• Maintain records of financial expenditures and notify the Supervisor periodically as to the status of funds
• Revise and make recommendations for new office procedures
• Use independent judgment in responding to inquiries regarding policies, procedures, and regulations based on thorough knowledge of departmental and university policy
• Assemble data for grant applications and budgets
• Prepare grant applications and budgets from compiled data
• Monitor budget balances and alert the Supervisor to potential shortages and overages
• Maintain office supplies, place orders as needed
• Compile and assist in compiling periodic reports on the basis of general instructions using the departmental database
• Perform other related duties as assigned

Experience & Educational Background:

• High school graduate
• Four years of secretarial/support staff experience
• Some college experience preferred

Skills & Competencies:

• Excellent typing and data entry skills
• Microsoft Office
• Excellent support secretarial/support staff skills
• Excellent interpersonal and communication skills

Salary Range:

Salary Range: Grade 6

1199 New Hire rate: $27.05 and 1199 One Year of Service rate: $27.60

About Us:

Yeshiva University is dedicated to academic excellence, intellectual exploration, and the advancement of timeless values that shape and impact lives. With a rich tradition rooted in Jewish thought and heritage, YU fosters a dynamic learning environment across its undergraduate, graduate, and professional schools. Our mission is to cultivate the next generation of leaders who will contribute meaningfully to society, guided by a commitment to ethics, innovation, and service. Our community extends far beyond the classroom, encompassing thousands of students, faculty, staff, and more than 70,000 alumni and supporters worldwide, all working together to build a brighter future.

As a Yeshiva University employee, you will be part of a welcoming, diverse, and intellectually engaging community that values collaboration, excellence, and professional growth. We offer a supportive and stimulating workplace with tangible employee benefits, opportunities for advancement, and a strong sense of purpose. Beyond professional development, YU is committed to ensuring a high quality of life for its employees, offering a work environment that prioritizes well-being, work-life balance, and a culture of mutual respect. Every role at YU contributes to our broader mission of education, research, and societal impact, ensuring that all members of our community-students, faculty, staff, alumni, and friends-are inspired to make a difference. We invite you to bring your talent and passion to YU and join us in shaping the future.

Equal Employment Opportunity:

Yeshiva University is an equal opportunity employer committed to providing employment opportunities to all employees and candidates without regard to race, color, age, sex, national origin, disability status, or any other characteristic protected by federal, state, or local laws.