Administrative Assistant - 100% onsite

NYU Langone Health; New York (NY); On-site; USD 53,000 - 65,000; Full time

Job summary

NYU Grossman School of Medicine is seeking an Administrative Assistant to support the Vice Chair for Research and assist the Chair with a variety of duties including answering phones, scheduling meetings, greeting visitors and coordinating events. The role requires strong organizational skills and expertise with MS Office and Epic.

Responsibilities include managing calendars, coordinating research talks, travel arrangements, and ensuring smooth daily operations within the Department of

Qualifications

• Minimum of three years of related administrative support experience.
• Proficient with Microsoft Word, Excel, and Access.
• Able to access e-mail, calendars, and basic office software.
• Strong written and verbal communication and proofreading skills.
• Typing speed of at least 50 net words per minute.
• Ability to multi-task with attention to detail.
• Judgment and responsibility in decision-making.

Responsibilities

• Provide administrative support to Vice Chair and Chair, including calendars, meetings, and office management.
• Schedule research recruitment visits and travel arrangements.
• Coordinate job talks and research rounds with AV support.
• Plan department events and manage office supplies.
• Manage the exam, phlebotomy and patient interview room calendars.
• Liaise with Building Coordinator for repairs and maintenance.
• Provide back up support for Executive Assistant to the Chair.
• Perform all other duties as assigned.

Skills

MS Word

MS Excel

MS Access

Typing 50 wpm

Education

Associate degree

Tools

Epic

Job description

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. For more information, go to med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, X and Instagram.

Position Summary

We have an exciting opportunity to join our team as an Administrative Assistant. The Department of Psychiatry is seeking a full-time Administrative Assistant to support the Vice Chair for Research and provide back up support to the Chair with a variety of administrative support duties including but not limited to answering phones, scheduling meetings, greeting visitors, distributing mail, and ordering supplies.

Job Responsibilities

• Provide administrative support to the Vice Chair and Chair (as needed) including but not limited to answering phones, scheduling and maintaining appointment calendars, job-talks, research rounds, organizing events and maintaining office supplies and equipment.
• Schedule research recruitment visits including travel accommodations and itineraries, as well as reimbursement of related expenses.
• Coordinate job talks for research recruits including distribution of announcements, booking of conference rooms and managing audio visual.
• Coordinate weekly research rounds and monthly research business meetings in conjunction with Vice Chair for Research.
• Initiate and coordinate resolution of problems with appropriate parties and departments, settles phone inquiries.
• Prepare correspondence and announcements as needed.
• Manage patient appointments in Epic as needed.
• Plan and organize Department events including annual Holiday Parties, APA Reception and special events as needed.
• Sort and distribute mail, schedule conference rooms.
• Maintain pantry/copy room, ensure office supplies and copy paper are adequately stocked, call for repairs of copier as needed.
• Manage the exam, phlebotomy and patient interview room calendars including signing in/out room key, ensure adherence to waste disposal procedures, order supplies, manage bills and the calibration of equipment as needed.
• Liaise with Building Coordinator for repairs/maintenance as needed.
• Maintain conference rooms including audio visual equipment.
• Request office keys as needed.
• Provide back up support for Executive Assistant to the Chair.
• Perform all other duties as assigned.

Minimum Qualifications

• 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

• Five 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. 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 $53,294.22 - $65,000.00 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.