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.

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Position Summary

We have an exciting opportunity to join our team as an Administrative Assistant. The Administrative Assistant provides comprehensive administrative and programmatic support to the Division Director, Division Administrator, and the the division at large. Working under general supervision, this individual performs a broad range of administrative, operational, and support functions to ensure the efficient day-to-day management of divisional activities. The role requires strong organizational skills, communications skills, sound judgment, and attention to detail. The Administrative Assistant may also provide guidance to support staff, as needed, and will serve as cross-coverage for other staff within the Department of Pediatrics.

Job Responsibilities

• Administrative Support: Provides comprehensive administrative support to the division and/or department to maintain and enhance workflow, operational efficiency, and overall effectiveness.
• Correspondence and Document Preparation: Independently drafts, responds to, types, edits, and proofreads correspondence, memoranda, reports, and other documents with accuracy and professionalism.
• Reporting and Information Management: Gathers data and information from a variety of sources, compiles and summarizes findings, prepares routine and ad hoc reports, and responds to requests for information as appropriate.
• Scheduling and Coordination: Manages calendars and coordinates complex scheduling arrangements involving multiple individuals, meetings, and conferences with minimal supervision. Organizes and supports meetings, and conferences; adjusts or cancels meetings as needed based on knowledge of priorities, subject matter, and attendees. Assists with special event planning and may coordinate travel arrangements and itineraries as needed.
• Filing and Mail Distribution: Develops, maintains, and improves filing systems and internal mail distribution processes to support efficient office operations. Maintains divisional contact lists, distribution lists, and other administrative records to ensure information is accurate and up to date.
• Reception and Public Contact: Provides backup reception support as needed and serves as a key point of contact for the division, both internally and externally. Acts as a professional representative and visible face of the division through in-person, virtual, and email interactions with visitors, faculty, staff, patients, and other guests. Responds to inquiries in a courteous, timely, and professional manner, resolves non-routine issues within established policies and procedures, and escalates more complex questions or concerns to the appropriate individual.
• Clerical Support: Performs general clerical duties, including copying, scanning, faxing, mailing, and filing. May order office supplies, monitor inventory, and maintain organization of department workspaces and supply areas.
• Prepares reimbursement requests, purchase orders, and other routine administrative or financial documents in accordance with institutional policies.
• Assists with coordination of divisional events, educational activities, and faculty meetings, including room reservations, catering, materials preparation, and attendee communication.
• Assists with onboarding and offboarding processes for faculty, staff, trainees, and other division personnel, including preparation of materials, coordination of access, and tracking of required documentation.
• Performs other related duties as assigned.

Minimum Qualifications

To qualify you must have an 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. Proficient in the use of Microsoft Office Word, Excel, and Access. Ability to develop moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems. Ability to access e-mail, electronic calendars, and other basic office support software. Effective oral, written, communication, interpersonal and customer service skills. Ability to proofread documents and write clear, concise first draft. Ability to type at a speed of at least 50 net words per minute. Ability to multi-task while paying attention to detail. Ability to exercise administrative judgment and assumes responsibility for decisions, consequences, and results.

Preferred Qualifications

Three years of responsible administrative experience.

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.

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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 $53,294.21 - $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