Senior Administrative Specialist - Office of the Secretary

Title: Senior 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: $43.13 - $54.12 

*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 operational aspects of governance activities in the Office of the Secretary in support of the confidential work of the Board of Fellows, Board committees, and Faculty Councils. Serve as a contributing member of a high-functioning team in support of each other.

Job Responsibilities

• Serve as the first point of contact for phone and email inquiries, respond to, and/or direct inquiries as appropriate. Responsible for daily office operations, disbursements, reimbursements, procurement activities, and/or care of equipment.
• Manage scheduling of meetings and orientations for the Weill Cornell Board of Fellows, Board committees, and Faculty Councils.
• 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.
• Responsible for the gathering and management of all OTS corporate records, including affiliation agreements, in line with the records management policy.
• 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.
• Regularly review and manage contact information in concert with others to ensure the master listserv is up to date.
• Assist with the annual election process for the General Faculty Council as well as the management of term limits and renewals, membership reviews, and corporate governance requirements for the Board of Fellows.
• Assist with the annual Conflict of Interest Disclosure process, including conflict management.
• Initiate, draft, and circulate routine or other communications as needed to Board members, executive and faculty leadership, and other stakeholders as needed. Work with the Director of Board Engagement, when necessary.
• Perform other related duties as assigned, including calendaring, travel arrangements, membership renewals, subscriptions, data collection, distribution activities, periodic reporting projects, etc.

Education

• Bachelor’s Degree Preferred

Experience

• 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.

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.
• Professional demeanor and strong oral and written communication skills, including editing and proofreading.
• Strong customer service orientation.
• Technologically proficient, including working in a networked, paperless environment.
• Working knowledge of Board portal software, I.e., Board Effect/OnBoard, a plus.
• Working knowledge of survey software (Qualtrics) a plus.

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 the Weill Cornell Physician Organization - are engaged in world-class clinical care and cutting-edge research that connect patients to the latest treatment innovations and prevention strategies. Located in the heart of the Upper East Side's scientific corridor, Weill Cornell Medicine's powerful network of collaborators extends to its parent university Cornell University; to Qatar, where an international campus offers a U.S. medical degree; and to programs in Tanzania, Haiti, Brazil, Austria and Turkey. Our medical practices serve communities throughout New York City, and our faculty provide comprehensive care at NewYork-Presbyterian Hospital/Weill Cornell Medical Center, NewYork-Pr