Administrative Assistant II

Founded in 1964, New York Blood Center (NYBC) has served the tri-state area for more than 60 years, delivering 500,000 lifesaving blood products annually to 150+ hospitals, EMS and healthcare partners. NYBC is part of New York Blood Center Enterprises (NYBCe), which spans 17+ states and delivers one million blood products to 400+ U.S. hospitals annually. NYBCe additionally delivers cellular therapies, specialty pharmacy, and medical services to 200+ research, academic and biopharmaceutical organizations. NYBCe's Lindsley F. Kimball Research Institute is a leader in hematology and transfusion medicine research, dedicated to the study, prevention, treatment and cure of bloodborne and blood-related diseases. NYBC serves as a vital community lifeline dedicated to helping patients and advancing global public health. To learn more, visit nybc.org. Connect with us on Facebook, X, Instagram, and LinkedIn.

Reporting to the Assistant Director, Donor Recruitment, this position is responsible for performing responsible administrative duties to a small to mid-sized operational unit. This position performs a full range of office support functions required for the operation of an assigned organizational unit. This position may support one or more staff.

1. Provide secretarial and administrative support.

• Compile and maintain records of business transactions and office activities of performing variety of administrative duties and utilize knowledge of systems or procedures.
• Answers phones.
• Type correspondence, reports, memorandums, presentations, statistics, etc., as needed.
• Open, reviews and distributes mail to the department.
• Prepares outgoing mail distribution, handles routine correspondence.
• Maintain time records, track vacation and sick time, resolves payroll issues in the department.
• Produces check requests for all invoices to vendors.
• Travel arrangements.
• Reviews and maintains spreadsheet of expense reports for all Account Managers. Processes confidential incentive bonus forms for Account Managers.

2. Maintain office supplies and equipment.

• • Orders and maintains general office supplies, promotional supplies and inventory, distributes supplies to staff. Completes requisitions for special orders, follows up on missing or late materials/orders. Order supplies for office equipment.

3. Coordinate Whole Blood and Platelet Promotional Programs

• • Create and use database to track donor performance against promotional program criteria. Orders and distributes promotional gifts and maintains promotional programs. Oversees Volunteers who help package promotional gifts. Answer's donor questions regarding promotional program.

4. Customer Recognition

• • Coordinate High School Scholarship Program. Helps coordinate donor and chairperson recognition events including invitations, responses, ordering awards, producing and distributing name tags at events.

5. Composing of blood plans, for Account Managers.

• • Establishes, maintains, and revises files including determining appropriate organizational and recordkeeping methods.
  • Processes routine paperwork as required.
  • Process routine financial and personnel transactions such as invoices, purchase requests and payroll on an as needed basis.
  • Any related duties as assigned.

Education:

• High School Diploma or equivalent.

Experience:

• Two years' experience providing administrative support/office management.

Any combination of education, training and experience that has supplied the necessary knowledge, skills and experience to perform the essential functions of the job.

For applicants who will perform this position in New York City or Westchester County, the proposed hiring rate is $24.94p/hr. to $28.00p/hr. For applicants who will perform this position outside of New York City or Westchester County, salary will reflect local market rates and be commensurate with the applicant's skills, job-related knowledge, and experience.

Unless otherwise specified, all posted opportunities are located in the New York or Greater Tri-State office locations.