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 an Executive Assistant to Chair.
In this role, the successful candidate is responsible for providing complex daily administrative support (coordinates and directs office services, preparing reports, preparing budget, maintaining schedule of calendar, interpreting administrative and operating policies and procedures for employees. Analyzes administrative operating practices, makes judgment about or assessing the value, importance, and quality of customer services and administrative procedures to create new or to revise existing methods, provides consultation and advice to management, coordinates hiring process and Human Resources related paperwork as needed, etc.), and other related duties to the Chair. Interprets and may diplomatically advises on office related policies and procedures. Communicates with high level internal and external executives by phone or in person. Works under general supervision and reports to the Department Administrator.
Complex Administrative Support- Supervises and coordinates administrative, fiscal and personal support for the Chair to ensure the completion of tasks, maintains and improves the workflow level and processes, and ensures that services are provided in an effective and efficient manner. Compiles, categorizes, calculates, audits, verifies, and processes information and data. Plans conferences, maintains schedule of calendar, reads and answers correspondence, interpret administrative and operating policies and procedures for employees; supervises and trains administrative staff, develops documents for presentation or meeting, maintains records of all documentation, files materials, and manages data entry.
Decision Making and Problem Solving Combines and evaluates information and data to make decisions about relative importance of information and choosing the best solution to solve problems. Resolves non-routine situations bases on established policies and procedures and refers non-solved issues and questions to the appropriate party. Represents and discreetly advises others on behalf of the Chair.
Communication/Public Contact Supervises and guides administrative staff. Recommends procedures and implements the approved ones. Interprets administrative and operating policies and procedures for employees. Processes all outgoing communication in the form of emails, letters, voice mail messages or other forms of communication. Provides information, consultation and expert advice to the Chair, colleagues, and subordinates on technical, systems-related, or process related topics. Meets and greets clients. Answers phones, provides information and processes messages for the Chair. Communicates with persons outside of the organization.
Word Processing/Typing- Supervises the work of staff and reviews work of staff and work completed by others, checks correct spelling, grammar, format, etc. Prepares and proof-reads memos and reports. Prepares correspondence and documents independently from rough drafts, corrected copies, voice recordings, dictation or previous versions, based on knowledge/research of relevant topic/professional field to correspondence and documents. May require subject matter knowledge. Ensures that company format policies are followed, and recommends revisions.
Reports Prepares reports, such as recommendations for solutions to administrative problems. Researches, compiles and analyzes information, prepares reports, and makes recommendations based on subject matter knowledge. Responds to requests for information, summarizes and data based on information compiled from various sources.
Office Management Improves workflow, simplifies reporting procedures, improves customer services or implements cost reductions. Analyzes operating practices and procedures to create new and/or to revise existing methods. Supervises and assigns administrative staff. Coordinates and may attend meetings and other events on before of the Chair, as needed.
Scheduling/Coordinating Makes travel arrangements, manages calendars, supervises, coordinates, and set up large and complex meetings, conferences and programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Cancel meetings based on knowledge of the subject and attendees. Schedules appointments , meetings, and personal appearances and speeches/presentations. Recognizes and identifies information that can be disseminated and to whom, assists with special events planning. Organizes travel logistic arrangements and itineraries, as needed.
Filing/Mail Distribution- Files and retrieves corporation documents, records, and reports. Maintains correspondence and filing system for the Chair.
Provides assistance and on-going guidance to clerical and administrative staff and/or on-the-job training as needed.
May supervise support staff and ensures all office policies and procedures are being implemented. Reviews policies and procedures.
Performs Human Resources (HR) related functions such as coordinating the hiring process and paperwork. Resolves routine and non-routine HR related issues and concerns. Provides guidance and direction to subordinates, including setting performance standards and monitoring subordinates.
Orders office supplies.
Performs other job duties as required.
Minimum Qualifications: 1. Bachelors Degree in a related field is required. Minimum of 3-5 years of progressively administrative experience or an equivalent combination of education and experience. 2. Effective oral, written skills including knowledge of grammar, spelling and punctuation, tact, diplomacy and interpersonal skills. 3. Time management skills and be able to work well under pressure. Maintain a professional and positive attitude while effectively meeting deadlines. 4. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, Power Point and Outlook. Familiar with Internet applications. 5. Good organizational skills, with the ability to handle variety of projects simultaneously and prioritize effectively while paying attention to details. 6. Ability to multi task and project manage. 7. Active Listening. Good Judgment and Decision Making skills 8. Ability to interact effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work as part of a team and willing to back up others. 9. Knowledge of modern office standard practices and procedures
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.