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Administrative Assistant

  • Location: New York, NY
  • Job Type: Direct Placement
  • Ref No: 19-06425
  • Date: October 29, 2019
  • Job title:
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Job Description - Administrative Assistant

Well known College in NYC is seeking to add a temp Administrative Assistant with a possibility of going permanent.



Reporting to the Directors, the Administrative Assistant has responsibility for assisting in all activities and maintaining/running the Department.


Assists the Directors with administrative detail needed in conducting daily activities and management of the assigned Department and portions academic program to include, but not limited to the following:

  • Writes and follows up letters, memos, purchase orders, travel forms or expense reports as directed by Clinical Director.
  • Organizes and daily administrative tasks required in the running of the Department
  • Downloads and distributes student session plans
  • Tracks submission of session plans
  • Maintains attendance list for client sessions
  • Faxes attendance list for billing
  • Calls clients daily for appointments (and students regarding cancellations)
  • Collects payments, records and gives receipts to clients
  • Delivers client and third-party checks to Bursar's office
  • Contacts clients regarding scheduling of assessments and scheduling of appointments
  • Answers phones, responds to correspondence and personal inquiries regarding the Department and the Graduate Program. Takes messages, relevant information and refers calls to appropriate staff or faculty
  • Maintains client files: tracks files and tests by maintaining sign-out/in sheets, reviews file contents, follows-up for missing/needed forms.
  • Distributes (and re-filing) files, tests and test protocols for therapy and evaluation sessions
  • Maintains confidentiality of files in locked cabinets.
  • Tracks and maintains supplies in the Department. Completing P.O.s and follows up on orders as needed
  • Checks condition of Speech and Hearing Center (presence of infection control materials, maintenance, etc.). Contacts appropriate department for repairs and/or maintenance of equipment
  • Contacts NYS Disability for assessments: makes appointments, creates files, completes necessary forms, faxes, arranges for supervisors and students in designated appointments, keeps records for State appointments
  • Calls publishers for desk copies of books as directed by Program Chair
  • Special projects as needed by the Clinical Director or Program Director


Education, Preparation, and Training

  • Associate Degree or equivalent experience
  • Preferred experience in a clinical or medical office setting


  • Strong interpersonal skills
  • Strong writing skills
  • Ability to be organized and pay attention to detail
  • Ability to prioritize workload

Physical Demands

  • Extensive Use of Computers
  • Extensive time sitting and standing
  • Able to lift up to 5lbs.

Computer Skills

  • Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook
  • Able to produce charts etc for scheduling and presentation of materials for staff and students


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