Administrative Associate - Nursing Office 2PM-10PM Flexible

NYU Langone Hospital-Brooklyn; New York (NY); Hybrid; USD 52,000 - 53,000; Full time

Job summary

NYU Langone Hospital-Brooklyn invites applications for an Administrative Associate in the Nursing Office. The role provides operational oversight of timekeeping and payroll-related functions, ensuring accurate employee timecards and regulatory compliance, while supporting staffing decisions and workforce management.

Ideal candidates have 3+ years in secretarial/administrative roles, strong attention to detail, and proficiency with MyTime/Kronos and Microsoft Office.

Qualifications

• High school diploma or equivalent required.
• 3+ years of secretarial/administrative experience preferred.
• Experience with timekeeping, payroll support, and workforce management.

Responsibilities

• Review, modify, and reconcile timecards in MyTime to ensure accuracy and compliance.
• Investigate discrepancies (missed punches, pay codes, overtime) and document corrections.
• Perform daily staffing edits and real-time system updates to align with hours and needs.
• Prepare payroll reports by verifying regular hours, overtime, differentials and PTO.

Skills

Timekeeping

Payroll support

Workforce management

Education

High school diploma or equivalent

Tools

MyTime/Kronos

Microsoft Office Suite

Job description

NYU Langone Hospital-Brooklyn is a full-service teaching hospital and Level I trauma center located in Sunset Park, Brooklyn. The hospital is central to a comprehensive network of affiliated ambulatory and outpatient practices, and serves as NYU Langone Health's anchor for healthcare access, growth, and delivery in the entire borough. 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. Learn more about NYU Langone Hospital-Brooklyn, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, X, YouTube and Instagram.

Position Summary

We have an exciting opportunity to join our team as a Administrative Associate - Nursing Office 2PM-10PM Flexible. In this role, the successful candidate Provides operational oversight and coordination of timekeeping and payroll-related functions in support of Nursing and Patient Care Services. Responsible for ensuring accuracy, completeness, and compliance of employee timecards within MyTime and related systems. Performs daily staffing edits, schedule uploads, and real-time system adjustments to support operational needs and payroll processing. Collaborates with nursing leadership, department managers, and payroll to maintain accurate labor data, ensure regulatory compliance, and support efficient workforce management practices. Provides operational support for nurse staffing decisions by aligning workforce deployment with census demands, acuity trends, and budgetary targets, where applicable.

Job Responsibilities

• Review, modify, and reconcile employee timecards within MyTime to ensure accuracy, completeness, and compliance with organizational policies, labor regulations, and collective bargaining agreements, as applicable.
• Investigate and resolve discrepancies including missed punches, incorrect pay codes, overtime entries, premium pay adjustments, and leave balances. Ensure all corrections are properly documented and approved.
• Perform daily staffing edits and real-time system updates within MyTime to align schedules with actual worked hours and operational needs.
• Prepare, validate, and support payroll processing by confirming accurate reporting of regular hours, overtime, differentials, and paid time off.
• Upload schedules and execute schedule adjustments to reflect coverage changes, call-outs, float assignments, and staffing modifications.
• Support real-time nurse staffing decisions, where applicable, by coordinating assignments, facilitating unit coverage adjustments, and reallocating resources in response to census, acuity, call-outs.
• Source supplemental staff as indicated by staffing guidelines. Work collaboratively with nursing leadership to assure adequate staffing, where applicable.
• Prepares and distributes daily staffing reports and other reports as assigned
• Support labor productivity tracking and staffing model alignment by maintaining accurate workforce data.
• Serve as a primary resource for employees and managers regarding timekeeping and payroll-related inquiries.
• Collaborate with nursing leadership and department managers to resolve timekeeping issues
• Leverage workforce management systems to effectively streamline workflows and improve data integrity.

Additional Position Specific Responsibilities

Minimum Requirements:

• High school diploma or equivalent required.
• Prior experience in timekeeping, payroll support, workforce management, or related operational role required.
• Strong attention to detail and ability to manage high-volume, deadline-driven work.
• Proficiency in workforce management systems (e.g., MyTime/Kronos) and Microsoft Office Suite (Excel, Outlook, Word).

Minimum Qualifications

To qualify you must have a High school diploma or equivalent

3+ years of previous secretarial and administrative experience preferred

Preferred Qualifications

Prior healthcare experience preferred.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Hospital-Brooklyn 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 Langone Hospital-Brooklyn 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 $52,228.33 - $52,228.34 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.