Senior Administrative Assistant – Remote in NY

Full time @Glassdoor posted 11 months ago

Job Description

Hello World

Software Engineer

administrative assistant remote jobs

Senior Administrative Assistant – Remote in NY

UnitedHealthcare is a company that’s on the rise. We’re expanding in multiple directions, across borders and, most of all, in the way we think. Here, innovation isn’t about another gadget, it’s about transforming the health care industry. Ready to make a difference? Make yourself at home with us and start doing your life’s best work.(sm)

Positions in this family provide clerical, secretarial, word processing, and other support services as assigned.

Positions in this function include more traditional administrative/clerical support roles including: answering the telephone, typing/word processing of documents, maintaining calendars and setting up meetings, making travel arrangements, copying, faxing, greeting visitors, setting up files, tracking expenses, and coordinating building and equipment maintenance. At senior levels, function may include supervision of other clerical/administrative staff.

Must be located in New York or New Jersey to be onsite 1 to 2 days per week.

General Job Profile:

  • Extensive work experience within own function
  • Work is frequently completed without established procedures
  • Works independently
  • May act as a resource for others
  • May coordinate others’ activities

If you are located within the state of NY or NJ, you will have the flexibility to telecommute* as you take on some tough challenges.

Primary Responsibilities:

  • Applies knowledge/skills to a range of moderately complex activities
  • Demonstrates great depth of knowledge/skills in own function
  • Sometimes acts as a technical resource to others in own function
  • Proactively identifies solutions to non-standard requests
  • Solves moderately complex problems on own
  • Works with team to solve complex problems
  • Plans, prioritizes, organizes and completes work to meet established objectives
  • May coordinate work of other team members
  • Support/Schedule/Coordinate/Manage Meetings, Events, and Travel:
    • Create/maintain calendars/coordinate meetings avoiding scheduling conflicts
    • Create/prepare meeting materials (e.g., PowerPoint deck; agendas) and ensure distribution to appropriate individuals in a timely manner
    • Schedule, coordinate, and/or set up resources and technology (e.g., conference rooms; food; WebEx; Telepresence) needed for meetings/events (e.g., training)
    • Make travel arrangements (e.g., airline; hotel; ground transportation; office space assignment) for meeting attendees (e.g., external customers; executives)
    • Host, coordinate, and/or facilitate meetings/external events as needed (e.g., introduce speakers; manage PowerPoint deck; ensure time schedules are adhered to; assist with technology; take notes)
    • Ensure meeting participants (e.g., external customers; executives) have appropriate access to facilities and systems (e.g., issue security badges; request building access; internet access)
    • Plan and organize logistics of large and/or offsite events, using internal resources as needed (e.g., UHC Maxvantage Meeting Teams)
  • Prepare/Maintain/Manage Office Documentation:
    • Compile and/or integrate information needed to complete reports and documents
    • Prepare and/or format office documentation (e.g., proposals; letters; spreadsheets; reports) needed for various audiences (e.g., clients; executives; internal business partners)
    • Review prepared documents to ensure accuracy and quality, and revise as needed
    • Post relevant documentation (e.g., meeting notes; proposal letters; PowerPoint decks; policies and procedures; general correspondence) onto relevant systems (e.g., SharePoint; eDoc) and communication boards
    • Maintain and distribute lists as needed (e.g., organizational charts; email; distribution; vendor; contacts; phone)
    • Record/label/file records and documents according to enterprise records management procedures
    • Utilize relevant software applications (e.g., Microsoft Project; Word; Excel; PowerPoint; Outlook; Visio; Publisher; Access; Adobe Pro)
    • Create and/or maintain administrative desk manual to ensure continuity of office operations
    • Assist internal partners (e.g., print shop; marketing) with coordination of printed documentation (e.g. flyers; brochures; cutsheets)
    • Monitor/oversee internal office communications (e.g., email; calendar; phones) for internal team members and take appropriate action, as needed
  • Facilitate/Oversee Office Operations:
    • Maintain awareness of potential issues and/or repairs needed within the office environment (e.g., office equipment; HVAC; cleaning; security; furniture services) and coordinate/oversee maintenance and repair
    • Ensure common areas and conference rooms are clean and supplied appropriately
    • Ensure appropriate access of relevant personnel (e.g., maintenance; visitors; service providers) to office space, common areas and conference rooms, working with applicable partners (e.g., Real Estate, vendors)
    • Ensure employees/contractors receive access and guidance with office operations
    • Ensure documents, materials, and mail are sorted and/or distributed to appropriate internal and/or external stakeholders
    • Perform Business Segment Liaison (BSL) activities, as needed (e.g., hardware/software acquisition/disposal, new employee onboarding)
    • Enter and submit purchase orders into relevant systems (e.g., ARIBA) to purchase office supplies from pre-approved vendors
    • Accept deliveries and ensure supplies are distributed to the appropriate resources
    • Manage/monitor/procure office supplies, goods and services (e.g., process/reconcile invoices, travel and other expenses, payments, and/or reimbursements)
    • Assist with and/or perform budget planning
    • Perform emergency response team duties (e.g., Floor Marshal)
    • Collaborate with facilities management (e.g., attend meetings; communicate impact) regarding potential changes/improvements to the office environment
  • Establish/Manage Relationships with Office Partners:
    • Demonstrate understanding of applicable business departments’ operations, drivers, and/or procedures
    • Communicate/work with vendors to obtain needed information, ensure prices are competitive, and/or identify potential cost savings opportunities
    • Greet and direct internal and/or external partners (e.g., contractors; auditors; vendors) to appropriate locations and/or staff
    • Maintain and/or communicate sensitive and/or confidential information in accordance with internal policies and procedures
    • Consult/communicate with internal and/or external customers to identify and/or provide needed resources (e.g., tools; services) or resolve issues
    • Research and/or provide needed information to respond to requests in a timely manner
    • Establish relationships and collaborate with key internal and/or external resource personnel to facilitate office operations
    • Provide coverage (e.g., phone; email; reception) for internal team members as needed

You’ll be rewarded and recognized for your performance in an environment that will challenge you and give you clear direction on what it takes to succeed in your role as well as provide development for other roles you may be interested in.

Required Qualification:

  • High School Diploma / GED or equivalent
  • 3+ years of administrative experience, including calendar and email management, travel scheduling, expense management, etc.
  • Prior experience managing Business Segment Liaison (BSL) responsibilities, including onboarding, offboard and other office management responsibilities
  • Proficient with Microsoft Office including Microsoft Word (create correspondence and work within templates), Microsoft Excel (ability to sort, filter, and create simple spreadsheets), and Microsoft Outlook (email and calendar management) and Microsoft PowerPoint (creating slides and presentations)
  • Demonstrated experience coordinating office moves including hardware and software requisitions, travel arrangements, new hire onboarding and other office management responsibilities

Careers at UnitedHealthcare Employer & Individual. We all want to make a difference with the work we do. Sometimes we’re presented with an opportunity to make a difference on a scale we couldn’t imagine. Here, you get that opportunity every day. As a member of one of our elite teams, you’ll provide the ideas and solutions that help nearly 25 million customers live healthier lives. You’ll help write the next chapter in the history of health care. And you’ll find a wealth of open doors and career paths that will take you as far as you want to go. Go further. This is your life’s best work.(sm)

*All Telecommuters will be required to adhere to UnitedHealth Group’s Telecommuter Policy.

New York Residents Only: The hourly range for New York residents is $18.80 to $36.78. Pay is based on several factors including but not limited to education, work experience, certifications, etc. In addition to your salary, UnitedHealth Group offers benefits such as, a comprehensive benefits package, incentive and recognition programs, equity stock purchase and 401k contribution (all benefits are subject to eligibility requirements). No matter where or when you begin a career with UnitedHealth Group, you’ll find a far-reaching choice of benefits and incentives.


At UnitedHealth Group, our mission is to help people live healthier lives and make the health system work better for everyone. We believe everyone–of every race, gender, sexuality, age, location and income–deserves the opportunity to live their healthiest life. Today, however, there are still far too many barriers to good health which are disproportionately experienced by people of color, historically marginalized groups and those with lower incomes. We are committed to mitigating our impact on the environment and enabling and delivering equitable care that addresses health disparities and improves health outcomes — an enterprise priority reflected in our mission.

Diversity creates a healthier atmosphere: UnitedHealth Group is an Equal Employment Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

UnitedHealth Group is a drug-free workplace. Candidates are required to pass a drug test before beginning employment.

Related Jobs