NYU Langone is one of the nation's premier academic medical centers that includes five hospitals (Tisch Hospital, Rusk Rehabilitation, Hospital for Joint Diseases, Hassenfeld Children's Hospital of New York, and NYU Lutheran Medical Center) and more than 200 ambulatory locations across the New York metropolitan area. It also includes NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. Our trifold mission to serve, teach, and discover is achieved daily through an integrated academic culture devoted to excellence in patient care, education, and research. Learn more about NYU Langone.
We have an exciting opportunity to join our team as a Administrative Assistant.
In this role, the successful candidate Responsible for providing a wide variety of administrative support (update and maintain outlook calendars, coordinate seminars, lectures, invited speakers' visits and travel arrangements, create and maintain various reports and databases, prepare and process travel and expense reports and POs, arrange weekly conference calls, answer office phones, sorts mail, fax, process invoices, filing, maintain email correspondence with multiple stakeholders etc.) and other related administrative duties for a department. Exercises discretion and independent judgment in the resolution of administrative concerns and issues.
- Scheduling/Coordinating - Manage calendar, make complex scheduling arrangements involving multiple parties and conferences under minimum direction. Setup and coordinate meetings and conferences, cancel meetings based on knowledge of the subject and attendees. Recognize and identify information that can be disseminated and to whom, assist with special events planning. May organize travel logistic arrangements and itineraries as needed. Solve non-routine situations based on established policies and procedures and escalate unsolved issues and questions to departmental management and or other appropriate party.
- Word Processing/Typing - type and proofread memos, reports and some regulatory documents. Maintain and disseminates committee agendas and minutes, develop documents and reports for presentation at meetings. Effectively communicate with multiple parties within and outside the institution.
- Administrative Support - provide broad and complex administrative support for an academic department, maintain and streamline the workflow and enhance efficiency and communication across the department. Conduct research and provide basic reports of finding and make preliminary recommendations, implement process improvements. Provide back up support fro other administrative team members.
- Support with purchasing activities - request quotes from vendors, order office and lab supplies, charge purchases to correct accounts, process POs, track orders, reconcile p-cards, resolve vendor disputes, interface with vendors and Purchasing Department.
- Regulatory support - provide support with IRB and IACUC submissions and collection of relevant Conflict of Interest forms for grant applications, renewals and continuations, assist with grant submissions.
- Reports - Gather data and information from various sources, prepare reports based on information compiled, determine report format and elements needed, review for format, content structure based on knowledge of department specification, research problems, issues and concerns, respond to requests for information, summarize findings and data based on information compiled from various sources.
- Filing/Mail Distribution - develops filing systems, internal mailing processes and procedures, create and maintain email distribution lists. Perform general clerical duties (photocopy, fax, intra-campus business correspondence pickup and delivery etc) as needed.
- Perform other duties as assigned and participate in ad hoc projects.
To qualify you must have a Associate's Degree in a related field. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience. Computer Skills - Proficient in the use of Microsoft Office Word, Excel, PowerPoint and Outlook. Ability to develop formulae for moderately sophisticated spreadsheets; set up routine computer procedures; resolve and troubleshoot simple software/hardware problems. Ability to access e-mail, electronic calendars, and other basic office support software. Effective verbal, written, communication, interpersonal and customer service skills. Ability to proofread documents and write clear, concise 1st draft. Ability to type at a speed of at least 50 net words per minute. Ability to multi-task and prioritize while paying attention to detail. Ability to exercise administrative judgment and assume responsibility for decisions, consequences, and results. Positive attitude. being a reliable team member and strong work ethics. Discretion and sensitivity in handling confidential matters.
Bachelor's degree in Business and Administration, Communications, Marketing or other related field. Five years of increasingly responsible administrative or project coordination experience. Some accounting or financial background as well as experience in the academic academical center a plus. Willingness and ability to learn quickly.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone 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 Medical Center 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 Medical Center's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit http://www1.eeoc.gov/employers/poster.cfm for more information.