"Alerted.org

Executive Sec. and Admin Assistant - 2025-26

+ Full-time

+ Riverview Innovation Center, 150 Broadway, Albany, NY 12204

+ Starting at $18/HR depending on Experience

+ MINIMUM QUALIFICATIONS:

- 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 QUALIFICATIONS:

- 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 and0or training for other staff.

- Experience participating in staff procurement and recruitment process.

- Degree in business administration, management, or a related field.

JOB DUTIES AND RESPONSIBILITIESmay include, but are not limited to:

- 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 Freedom of Information Law requests, including researching and drafting 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 OMPC 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 of 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 the 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.

- Liaise 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 or the Director's Office.

- Backing up processing and/or required reporting of Board Final Actions.

- Other responsibilities as assigned.

+ Click to Apply (https://evoportalus.tracker-rms.com/KnowledgeBuilders/apply?jobcode=18752)