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.
The Department of Psychiatry is seeking a full-time Administrative Assistant to assist the Chair and Vice Chair for Research with a variety of administrative support duties. S/he will also provide general administrative support to the Administration Office in the Department of Psychiatry as needed.
- Liaise with Building Coordinator for repairs/maintenance as needed.
- Manage lab room calendar, ensure adherence to waste disposal procedures, order supplies and manages bills for lab room.
- Maintain pantry/copy room, ensure office supplies and copy paper are adequately stocked, call for repairs of copier and fax as needed.
- Sort and distribute mail and faxes, deliver items to Deans Office and other areas of the Medical Center, update phone list for One Park Avenue, schedule conference rooms and post schedule daily.
- Organize Department events including annual Holiday Party, APA Reception and other events as needed..
- Schedule recruitment visits including travel accommodations and itineraries, as well as reimbursement of related expenses.
- Manage patient appointments and files. Track CME credits for Vice Chair of Research.
- Prepare reimbursement forms and verifies Purchasing card transactions and other expenses for Vice Chair and Chair as needed. Track and keep receipts for reimbursements.
- Collect data from varied sources to prepare summaries, create reports and presentations for meetings.
- Initiate and coordinate resolution of problems with appropriate parties and departments, settles phone inquires.
- Provide specialized administrative support to the Department Chair and Vice Chair for Research including but not limited to answering phones, scheduling and maintaining appointment calendar including travel arrangements, conferences, seminars, teaching activities as well as preparing correspondence and announcements.
To qualify you must have an Associate's Degree in a related field required. Bachelors degree preferred. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience. Independent planning, organizing, scheduling, and coordinating related to assigned projects and other responsibilities.Ability to consistently develop creative and alternative solutions to problems.Highly developed interpersonal and organizational skills. Establish and maintain working relationships and interact effectively with a wide range of people. Proficient in the use of Microsoft Office Word, Excel, and Access. Effective oral, written, communication, interpersonal and customer service skills. Ability to proofread documents and write clear, concise 1st draft. Ability to exercise administrative judgment and assumes responsibility for decisions, consequences, and results Sound judgment, high level of integrity, autonomy and ingenuity.Ability to work within a team environment as well as independently. Flexibility to stay late for departmental events as needed.
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.