Administrative Specialist - Office of the Secretary

Title: Administrative Specialist - Office of the Secretary  

Location: Upper East Side  

Org Unit: Office of the Secretary 

Work Days: Monday-Friday 

Exemption Status: Non-Exempt

Salary Range: $37.30 - $40.82  

*As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices 

Position Summary

Responsible for administrative and confidential support of the governance activities in the Office of the Secretary as they align with the Board of Fellows, Board committees, and Faculty Councils. Serve as a contributing member of a high-functioning team who support each other.

Job Responsibilities

• Serve as the first point of contact for in-person, phone, and email inquiries to the Office of the Secretary. Triage, respond to, and/or direct inquiries as appropriate.
• Coordinate, track and follow-up on calendar, meeting, and orientation scheduling, including logistics and RSVPs for the Board of Fellows, Board committees, and Faculty Councils; create and maintain follow-up process for meeting preparations.
• Gather and file all OTS corporate records, including minutes, resolutions, and other important documents in line with the records management policy; ensure proper disposal of confidential papers for the OTS, including the Board portal and server.
• Assist with the annual Conflict of Interest Disclosure process, ensuring accurate lists are maintained.
• Assist with the annual election process for the BOF student, voluntary faculty, and full-time faculty elections as well as for the General Faculty Council. Assist with onboarding new Board members.
• Ensure contact information for all master listservs is kept up to date. Draft and/or circulate routine or other communications as needed to Board members, executive and faculty leadership, and other stakeholders as needed.
• Coordinate disbursements and reimbursements; order and restock office and kitchen supplies; pick up/deliver mail/packages.
• Routinely analyze and evaluate workflows to ensure maximum efficiencies.
• Maintain common areas, ensuring a clean and workable office environment; make necessary requests to housekeeping, maintenance and IT/Telecom, when necessary.
• Perform other related duties as assigned by the Deputy Secretary.
• Administrative support for taking minutes, preparing presentations, calendaring, travel and conference arrangements, membership renewals, subscriptions, proofreading, distribution activities, special projects, etc.
• Manage, update, and track completion of the OTS annual calendar-of-work. Create, manage, and update the Standard Operating Procedures Manual in support of the smooth functioning of the OTS and process improvement initiatives.
• Serve as the technical and meeting liaison for the Office of the Secretary. This includes website updates and assisting with the management of the online Board portal.
• Management of the annual GFC election process, including term limits and renewals, membership reviews, and corporate governance requirements for the Board of Fellows.
• Work with the Director of Board Engagement, when necessary.

Education

• High School Diploma

Experience

• Associate’s degree preferred.
• Approximately 3-5 years of relevant experience.
• Experience working in an academic or healthcare environment is preferred.
• Experience interacting directly with executive and Board-level colleagues is preferred.
• Working knowledge of survey software (Qualtrics) a plus.
• Working knowledge of Board portal software, I.e., Board Effect/OnBoard, a plus.

Knowledge, Skills and Abilities

• Excellent organizational and time management skills.
• Keen attention to detail with effective follow-up skills.
• Skilled in process workflows and efficiencies that optimize daily operations of a board-level office.
• Ability to thrive in a fast-paced, deadline-driven environment with multiple concurrent demands.
• Friendly and professional demeanor and appearance.
• Strong customer service skills.
• Technologically proficient, including working in a networked, paperless environment.

Licenses and Certifications

Working Conditions/Physical Demands

• Work environment is hybrid, with weekly schedule of on-site and remote days.

 

 

 

 

 

Weill Cornell Medicine is a comprehensive academic medical center that is committed to excellence in patient care, scientific discovery, and the education of future physicians and scientists in New York City and around the world. Our doctors and scientists - faculty from Weill Cornell Medical College, Weill Cornell Graduate School of Medical Sciences, and