Position Summary: We have an exciting opportunity to join our team as a Administrative Secretary.
In this role, the successful candidate will be responsible for performing work primarily in an administrative capacity within the scope of secretarial duties; overseeing and/or taking and transcribing complex dictation on a typewriter or word processor; composing, preparing and editing correspondence; collecting, updating and summarizing data and statistics for the department; plus all related job duties as assigned. Excellent communication skills are essential.
Performs other duties as assigned.
Sets up and maintains files and complex records of departmental and program activities. Maintains records in an organized and up-to-date manner; establishes filing system which allows for prompt retrieval of all information. Completes filing accurately and promptly. Maintains information for the department in accordance with departmental, Medical Center, Federal, State, and City Agency regulations. Periodically reviews files to check whether renewals are due, copies are clear, or whether additional information is necessary; initiates corrective follow-up. Reviews and purges files as appropriate.
Greets, directs, and responds to the needs and requests of the staff, patients, and general public. Answers telephones and inquiries promptly, professionally, and courteously; identifies the department when answering the phone. Directs telephone calls and visitors appropriately based on content of inquiry. Obtains information, answers questions, and resolves routinely moderate problems in accordance with departmental, and/or Medical Center policies and procedures. Takes messages accurately, dates them (with day/time), and conveys them on a timely basis.
Orders and maintains an inventory of supplies for the department or oversees the function. Ensures there is an adequate level of supplies available on an ongoing basis while adhering to budgetary restrictions. Orders supplies on regularly specified basis and processes any exceptions upon request. Order the correct type of supply based on supervisors instructions and/or past practice; initiates follow-up with the Vendor/General Stores, Purchasing, Receiving, Accounts Payable or Printing as needed. Understands the use and purpose of departmental supplies in order to suggest alternative supplies and sources or answer related questions concerning the supplies. Arranges for the repair/removal of malfunctioning equipment according to the supervisors instructions.
Assists in the selection andevaluation of clerical staffand provides them withtraining and ongoingguidance. Makesrecommendations andprovides feedback forevaluations which are fair,accurate, and objectivebased onqualifications/performance.Ensures that thesupervisor is kept aware ofthe performance of eachemployee on an ongoingbasis. Trains employeeseffectively in theprocedures of thedepartment and pertinentMedical Center policies.Offers continuing guidanceand assistance toemployees on workactivities, procedures, andperformance-related issuesas appropriate. Keepssupervisor apprised ofsituations which mayrequire disciplinary action.
Assigns, directs, and coordinates the work of subordinate secretarial/clerical staff. Utilizes personnel efficiently by delegating assignments based on the employees skill and ability in order to meet deadline and establish adequate personnel coverage. Monitors assignments to ensure neatness, accuracy, and completion. Ensures that tasks are completed in accordance with established practices.
Collects, updates, and summarizes data and statistics for the department. Submits data to the supervisor which is neat and well-written. Requested and related information is accurate and complete. Utilizes appropriate sources to complete the assignment. Obtains appropriate data sufficient to satisfy the project requirements.
Composes, prepares, and edits correspondence. Prepares responses which are clear, grammatically correct, and meet content requirements. Completes responses and send them out promptly. Properly formats responses. Routes complex correspondence to the supervisor and attaches related records or information to the correspondence.
Oversees and/or takes and transcribes complex dictation on a typewriter or word processor. Types materials neatly and accurately; utilizes the Dictaphone proficiently when required. Types and transcribes materials promptly. Proofreads, edits, properly organizes, and formats the typewritten materials. Uses the word processor efficiently; contacts the service/maintenance company for needed repairs and makes suggestions to the supervisor for software/hardware enhancements.
Assists in the preparation of the departmental or program budget. Compiles and assembles basic information needed for the budget based on past practice or supervisors instructions. Calculates the figures correctly. Verifies and records revenues and expenses accurately. Resolves discrepancies and maintains records according to departmental procedure. Makes recommendations for the enhancement of financial recordkeeping systems.
Maintains contact with staff in the department and other NYUMC departments under minimal supervision. Plans and coordinates interrelated activities effectively and efficiently according to schedule. Makes requests to other areas, allowing them sufficient time to reply; he/she, in turn, responds quickly in order to ensure efficient coordination of activities. Conveys the correct information to involved parties. Schedules appointments and conferences, confirms attendance, and facilitates program operation. Attends meetings and participates on committees, as required; prepared minutes as required.
To qualify you must have a Bachelor's degree or an equivalent combination of academic and work experience including business school courses with a minimum of five years of responsible secretarial experience plus knowledge of medical terminology and word processing and the ability to type 60 wpm and steno 80 wpm.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU Langone Health is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. If you wish to view NYU Langone Health's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please click here.
NYU Langone Medical Center, a world-class patient-centered integrated academic medical center, is one of the nation's premier centers for excellence in clinical care, biomedical research, and medical education. Located in the heart of Manhattan, NYU Langone is composed of four hospitals – Tisch Hospital, its flagship acute care facility; Rusk Rehabilitation; the Hospital for Joint Diseases, one of... only five hospitals in the nation dedicated to orthopaedics and rheumatology; and Hassenfeld Children's Hospital, a comprehensive pediatric hospital supporting a full array of children's health services across the medical center – plus the NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. The medical center's tri-fold mission to serve, teach, and discover is achieved 365 days a year through the seamless integration of a culture devoted to excellence in patient care, education and research. For more information, go to www.NYULMC.org.