Executive Secretaries and Administrative Assistants

InGenesis is currently seeking an Administrative Assistant to work with our client in Albany, NY. In this role, you will be working in the Center for Health Care Facility Planning, Licensure, and Finance in the NYS Department of Health’s Office of Primary Care and Health Systems Management.

In this role, you will serve as the primary administrative support for the Center’s Executive Office while also assisting with additional administrative functions as needed.

Apply today, and we’ll be happy to answer any questions you may have!

Position Overview

The successful candidate will act as the main support staff member for the Executive Office. This role involves managing administrative processes, tracking systems, correspondence, calendars, and communications to ensure smooth day‑to‑day operations across multiple teams.

Key Responsibilities

• Develop and maintain databases and tracking systems (e.g., materials received from outside agencies and bureau leave requests)
• Answer the main center phone line, take messages when appropriate, and route calls to the correct bureaus
• Oversee the Executive Deputy Commissioner Clearance (EDCC) process
• Use the OPCHSM tracking system for correspondence not routed through EDCC
• Assign Executive Correspondence Units (ECUs) in the OPCHSM section of InterTrac
• Assign Certificates of Need (CONs) in NYSCON
• Update architects’ spreadsheets in the CONS section of Teams using CONSTAT for the Bureau of Architecture and Engineering Review
• Compile and update DASNY letters for the Director of the Division of Finance
• Format documents using Microsoft Word, Excel, and PowerPoint
• Serve as the point of contact for scheduling web‑based meetings, in‑person meetings, interviews, and conference calls for the Executive Office and Division of Finance
• Monitor shared email inboxes, draft professional responses, answer phones, respond to inquiries, and manage executive calendars
• Perform additional administrative duties as assigned in support of the Center

Required Skills & Attributes

The ideal candidate will be:

• Reliable, dependable, and punctual
• Highly self‑motivated and detail‑oriented
• Able to work efficiently in a fast‑paced environment
• Capable of managing multiple priorities simultaneously

Minimum Qualifications

• High School Diploma or equivalent
• Minimum of one (1) year of experience working in an office setting
• Strong working knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook
• Excellent organizational and communication skills (written and verbal)
• Ability to maintain and work with electronic databases and systems
• Experience with Excel, Outlook, Word, tracking systems, and meeting scheduling is preferred

• Pay rate range commensurate on experience.

EEO Statement:

InGenesis is an equal opportunity employer committed to fostering a diverse, inclusive, and equitable workplace. We comply with all applicable federal, state, and local employment laws, including recent executive orders, and strictly prohibit discrimination, harassment, or retaliation based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, genetic information, age, veteran status, or any other characteristic protected by law.

InGenesis is dedicated to making reasonable accommodations for qualified individuals with disabilities and ensuring that all employment decisions are based on qualifications, merit, and business needs. If you require a reasonable accommodation during the hiring process, please contact us by visiting our website at https://www.ingenesis.com/careers/site-accommodations.

To learn more about your rights, please refer to the Know Your Rights: Workplace Discrimination is Illegal poster issued by the U.S. Equal Employment Opportunity Commission (EEOC).

Company Statement:

With decades of experience, InGenesis has grown into one of North America’s most trusted Healthcare Services Firms, which includes comprehensive health and workforce solutions. As the industry landscape shifts with new challenges in patient care, quality and compliance requirements, workforce retention, and operational efficiencies, we deliver strategic, data-driven solutions that include redefining workforce management and clinical service delivery. Explore InGenesis to discover how our expertise, innovative strategies, and commitment to excellence are shaping the future of healthcare workforce solutions. Join us in celebrating the professionals who define the next era of healthcare.