NYU School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. For more information, go to med.nyu.edu, and interact with us on Facebook, Twitter and Instagram.
Position Summary: We have an exciting opportunity to join our team as a Administrative Assistant.
This position is responsible for providing administrative support to a group of professionals, and performs administrative duties that may require considerable experience, skill and knowledge of organization policies and practices. This position works under general direction.
Represent the Department in an appropriate and professional manner in all types of communications and settings; exhibit professional demeanor when dealing with managers, staff, colleagues or vendors; maintain professional attitude and composure in stressful or conflict situations.
Follow-up on issues and open items without prompting. Respond to emails and all requests timely. Use good judgment when making decisions, understand the implications of such decisions/actions, and inform supervisor in a timely manner.
Communicate clearly and succinctly, initiate necessary communications without prompting from the Supervisor, to both internal and external colleagues in order to clarify issues, processes, etc.; Keeps supervisor and colleagues in the loop.
Uses Departmental Systems to enter, record and process project related transactions and activities. Assists management team in all areas of operations.
Develops and maintains computerized spreadsheets and databases to enter information and generate reports; produces, revises or refines formal presentation materials using presentation software such as PowerPoint.
Maintains orderly and accessible filing system consistent with departmental practices for administrative, property or project documentation such as correspondence, contracts, purchase orders, equipment inventory; maintains confidential departmental files; schedules purchases and maintenance of office supplies and equipment.
Composes correspondence, reports, forms and other documents independently or from notes, transcribing machines, or general instruction from supervisor and staff. Types, formats and proofs materials accurately.
Answers telephone calls, responds to inquiries, and routes calls; greets, announces and directs visitors; receives and logs incoming mail.
Coordinates calendar, schedules meetings and allows sufficient time for each activity avoiding scheduling conflicts. Schedules conference rooms for supervisors and staff using online calendar system; arranges for transportation and travel as needed.
Minimum Qualifications: To qualify you must have a Associates degree or higher. Must demonstrate knowledge of efficient office procedures and recordkeeping practices. Must be proficient in MS Office Products, databases and presentation software. Demonstrate proper English usage, spelling and punctuation. Possess effective communication and interpersonal skills; professional and courteous manners; demonstrate ability to interact with tact and discretion with supervisors, officials, employees and the general public. Demonstrated ability to perform assigned duties with minimum supervision; identify problems and implement or recommend solutions. Ability to interpret and apply policies and procedures within limits of authority; Ability to learn and adapt to new technology relating to office practices and procedures. Able to maintain confidentiality of information; pay attention to detail and work effectively despite interruptions; demonstrate ability to plan, organize, and prioritize work, and demonstrate excellent organizational skills.
Preferred Qualifications: 5 years administrative support experience.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU School of Medicine 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 School of Medicine 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 School of Medicine'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.