Administrative Assistant

Administrative Assistant

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman 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 Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

Position Summary:

We have an exciting opportunity to join our Pediatrics Team as an Administrative Assistant. In this role, the successful candidate is responsible for providing administrative support to the Division Administrator, Division Directors and the pediatric divisions they support. Working under general supervision, responsibilities include providing a wide variety of administrative support, program support and other related administrative duties for the division and/or department. Exercises independent judgment in the resolution of administrative concerns and issues. May provide guidance to the work of support staff as needed and will provide cross coverage to other divisional assistants within Pediatrics.

Job Responsibilities:

• Administrative Support - Provides administrative support for an organizational unit or a department to maintain and improve the workflow level and efficiency. Conducts research and provides basic reports of finding and makes/updates presentations as needed.
• Clerical Support - Performs general clerical duties (photocopy, fax, mails, and files, etc..) as needed. May order office supplies and organize department supply room.
• Reception/Public Contact - Provides back up support for reception as needed. Meets and greets clients, resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party.
• Filing/Mail Distribution - Develops filing systems, internal mailing processes and procedures.
• Scheduling/Coordinating - Manages calendar, makes 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. Recognizes and identifies information that can be disseminated and to whom, assists with special events planning. May organize travel logistic arrangements and itineraries as needed. Manages and coordinates call schedules on calendars, in outlook and on On Call/Amion systems. Makes updates and communicates changes as needed.
• Reports - Gathers data and information from various sources, prepares reports and presentations based on information compiled, determines report format and elements needed, reviews for format, content structure based on knowledge of department specification, research problems, issues and concerns, responds to requests for information, summarizes, and data based on information compiled from various sources.
• Word Processing/Typing - Serves as unit expert or lead over other clerical positions; independently respond to and compose correspondence. Types and proofreads memos and reports. Maintains and disseminates committee minutes; develops documents for presentation or meeting.
• Payroll - processes and tracks payroll for division and department in Kronos. Submits and tracks supplemental payroll.
• Coordinates divisional programs and events, such as recruitment, faculty development/retreats, summer research programs, etc.
• Must be able to communicate and work with all levels of staff and will provide cross coverage.
• Performs other duties as assigned.

Minimum Qualifications:

• To qualify you must have an associates degree or at least 3 years of related experience.
• Effective and professional oral, written communication and interpersonal skills.
• Computer skills- working knowledge of Microsoft office Word, Excel and Powerpoint, with the ability to formulate and manipulate spreadsheets and create and modify power point presentations.
• Ability to access and monitor email, schedule and manage electronic calendars, and other basic office support software.
• Ability to proofread documents and write clear, concise 1st draft.
• Ability to type at a speed of at least 45 net words per minutes.
• Knowledge of standard office practices.
• Ability to multi-task while paying attention to details.
• Ability to use standard office equipment such as copy machines, multi-line telephones, fax machines.

Preferred Qualifications:

• In-person position.
• Qualified candidates must be able to effectively communicate with all levels of the organization.
• NYU Grossman 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.
• At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package.
• Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement.
• The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support.
• Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care.
• The benefits and wellness package is designed to allow you to focus on what truly matters.
• Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.
• NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment.
• All qualified individuals are encouraged to apply and will receive consideration.
• We require applications to be completed online.
• View Know Your Rights: Workplace discrimination is illegal .
• NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements.
• The salary range for the role is $51,243.96 - $68,900.00 Annually.
• Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need.
• The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.
• To view the Pay Transparency Notice, please click here