Position Description

Administrative Assistant

The Commonwealth Fund

THE ORGANIZATION

The Commonwealth Fund — among the first private foundations started by a woman philanthropist, Anna M. Harkness — was established in 1918 with the broad charge to enhance the common good. Today, the mission of The Commonwealth Fund is to promote a high-performing health care system that achieves better access, improved quality, and greater efficiency, particularly for society’s most vulnerable, including low-income people, the uninsured, and people of color. The Fund carries out this mandate by supporting independent research on health care issues and making grants to improve health care practice and policy.

GENERAL POSITION DESCRIPTION

Reporting to the Fund’s Vice President, Administration, the Administrative Assistant provides high-quality, confidential operational and administrative support and reports directly to the VP Administration. Responsibilities include, but are not limited to:

RESPONSIBILITIES

  • Provides quality administrative assistant support to the VP, Administration which includes:

  • Scheduling appointments, telephone, and travel; managing a year-round schedule of internal and external meetings, arranging travel plans, fielding telephone calls, maintaining accurate calendars and appointment schedules, and anticipating and coordinating all briefing materials for VP.
  • Documents and correspondence management - responsible for understanding and managing a large flow of documents within the HR and Administrative department.
  • Budgeting and expense reconciliation; reconciles VP’s Amex expenses; provides administrative support to the VP with the annual budgeting process.

  • Assists HR Specialist with full cycle HR responsibilities including recruitment efforts, onboarding, and terminations.

  • Supports the HR team with administrative responsibilities including maintaining HR files for active and inactive employees; supporting the annual performance appraisal process; assisting with preparation for meetings, and providing support for annual audits, planning, and assisting with other special projects.
  • Tracks and manages professional development, staff training and opportunities.
  • Support HR and VP, Administration with Open Enrollment, Handling scheduling, enrollment collection and employee reminders.

  • Provides coverage and support for the HR Specialist, Manager, Office and Building Services, and office of the COO, as requested.

QUALIFICATIONS

  • Minimum of two (2) years related experience. A combination of education and/or experience equivalent to a bachelor’s degree.
  • Commitment to the Fund’s mission and vision.
  • Commitment to diversity, equity, and inclusion.
  • Self-motivated and highly organized professional with excellent project management skills.
  • Effective communicator who can build trusted relationships and work effectively with individuals at all levels from diverse cultural, social, and ethnic backgrounds.
  • Works independently as well as collaboratively as part of a multidisciplinary team.
  • Functions well with minimal supervision and delivers quality outcomes under pressure and deadlines.
  • Intellectually curious, finding solutions through internet research, and applies learnings to work.
  • Self-aware professional who conveys a reliably calm demeanor, handling confidential information with discretion and sound judgement.
  • Strong technology skills; able to quickly learn and operate various software, apps, and programs. Must have strong Microsoft Office skills. An elevated level of competence with PowerPoint and Excel is essential.
  • A talent for providing outstanding customer service and a good sense of humor.
  • Strong communicator with excellent written and verbal skills.

The Fund has a relatively small staff, and judgment, integrity, and the ability to listen with sensitivity to others are traits that are particularly important in an organization of the Fund’s size, where teamwork is essential to effectiveness. The ability to work collegially with a variety of Fund staff and interest in and strong commitment to the Fund’s mission is an essential qualification.

LOCATION

This position will be based out of our NYC location. This position will be expected to work on location Monday-Thursday and remotely on Fridays.

Employment at The Commonwealth Fund is based upon personal capabilities and qualifications without discrimination because of race, color, religion, sex, sexual preference, gender identity or expression, age, national origin, marital status, citizenship, medical condition, disability, or any other protected characteristic as established by law.