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About the Role
Assists the President/CEO and other members of the Administrative Staff by performing all duties of a confidential secretary and administrative duties on behalf of the CEO and in support of the organization’s mission and goals.
Responsibilities
- Prepares and maintains board calendars, agendas, and documentation.
- Assists in scheduling and planning special board events.
- Utilizes electronic Board portal for efficient communications.
- Prepares and takes minutes for all Board and Committee meetings.
- Tracks Board terms and attendance.
- Maintains contract database and notifies leaders of upcoming contract renewals and expirations.
- Tracks signatory for contract execution.
- Tracks needed documentation for contract signings and renewals.
- Assists with AG filings as needed.
- Responsible for CON coordination and submission.
- Works with leaders to ensure timely communication and completion.
- Updates grants gateway and CON system pre-qualification status.
- Greets visitors, employees, volunteers and residents in a courteous manner ensuring proper and effective individual treatment.
- Refers requests for information to appropriate administrative staff or handles such requests personally.
- Schedules appointments, makes travel arrangements, coordinates special functions and maintains a working schedule/follow-up file for tasks and correspondence.
- Receives, opens, dates and distributes regular and in-house mail, not marked personal and/or confidential, for the President/Chief Executive Officer.
- Independently writes correspondence as requested.
- Transcribes correspondence, takes dictation, takes minutes at meetings, and completes forms and reports as requested.
- Copies and distributes documents as requested or arranges for others to do so.
- Transmits documents by Fax machine and Email.
- Arranges meetings, assures meeting notices are provided on a timely basis and prepares agendas and materials for meetings of the Boards of Directors and their committees.
- Arranges for refreshments or light meals as requested.
- Maintains a central filing system and file archival in a neat and orderly fashion assuring proper storage and security of confidential information.
- Maintains a current index to these files.
- Schedules and reserves the Board/Conference Room for meetings.
- Schedules copier maintenance and requests supplies for the board room kitchen area.
- Performs other duties as assigned, such as Medicaid and Medicare revalidations.
Requirements
- Requires a minimum of three to five years related experience.
- Must have advanced technical skills along with excellent communication, time management and customer service skills.
- Must be proficient in Microsoft Office products including Publisher, Excel and Word.
- Must be highly confidential and have excellent organizational skills.
Skills
- Microsoft Office
- Publisher
- Excel
- Word
- Project management
- Communication
- Time management
- Customer service
- Organizational skills
Location
- CLINTON, NY
Work Type
- Day Shift
Experience Level
- 3-5 years
Education Level
- Bachelor’s degree in Business Administration or related field highly preferred.
- Associate's degree with relevant experience and training may be accepted.
- Equivalent military training or experience can be substituted for degree requirements.
Salary/Compensations
- $60000.00 - $70000.00