Administrative Assistant – Half-time

The Organization:

The Milbank Memorial Fund works to improve population health and health equity by collaborating with leaders and decision makers and connecting them with experience and sound evidence. Founded in 1905, the Fund engages in nonpartisan analysis, collaboration, and communication, with an emphasis on state health policy. It does this work by:

• Identifying, informing, and inspiring current and future state health policy leaders to enhance their effectiveness.
•  Convening and supporting state health policy decision makers to advance strong primary care, healthy aging, and sustainable health care costs.
• Publishing high-quality, evidence-based publications and The Milbank Quarterly, a peer-reviewed journal of population health and health policy.

Job Summary:

The Administrative Assistant will provide direct administrative support to the Chief Operating Officer, Administrative Services Manager, and Program Officers to assist with the effective planning and execution of the Fund’s strategic programmatic priorities and operations. The position requires the ability to multitask on a variety of jobs such as general administrative duties, scheduling, and meeting preparation. The Administrative Assistant will be the first point of contact with the Fund for many people and will create an impression of professionalism and collegiality. The Administrative Assistant will work collaboratively with other staff members and must utilize independent analysis, judgment, and conduct all activities in a manner consistent with Fund’s mission, values, and strategic plan.

Specific Responsibilities

General Administrative duties include:

• Answering phone calls and responding to general inquiries
• Receiving and sorting incoming mail and deliveries
• Managing outgoing mail and preparing FedEx and UPS shipments
• Managing inventory of office supplies and ordering as necessary
• Setting up for in-office meetings
• Running errands as needed
• Assisting with record keeping and digitizing historical records
• Scheduling conference calls and coordinating calendars
• Assisting with production of materials for Board of Director and committee meetings
• Maintaining common areas in appropriate order, including storeroom and kitchen

Program Support duties include:

• Assisting with meeting planning logistics and preparing meeting materials
• Maintaining meeting and network records in Salesforce
• Sending correspondence to constituencies on behalf of program officer
• Facilitating virtual meetings
• Supporting and enhancing coordination of work among the program officers

Other duties as assigned.

Experience and Qualifications

• Previous work experience in a professional office is required
• Interest in public health, health policy, public policy, public affairs, or public administration is a plus
• Proficiency in Microsoft Office Suite
• Experience with Salesforce and SurveyMonkey a plus
• Excellent logistical, organizational, and prioritization skills
• The ability to operate efficiently, multi-task, and work independently
• High attention to detail and follow-through
• Ability to work under pressure on occasions
• Excellent communication and interpersonal skills, and the ability to work with and respect people of different cultures and viewpoints

This is a half-time (20 hours per week) position based in New York City, with one to two days a week in the office required. $25-$27/hour.

The Milbank Memorial Fund is an equal opportunity employer. We are committed to building a diverse staff and strongly encourage applications from candidates of color.

Please submit a cover letter and resume to cambridge@milbank.org.

Application Deadline:  April 14, 2023