Departmental Assistant

NYU Langone Hospitals; New York (NY); On-site; USD 50,000 - 61,000; Full time

Benefits offered by this job

Comprehensive benefits

Wellness program

Job summary

NYU Langone Hospitals in New York is seeking a Departmental Assistant to provide clerical and administrative support to the department. The role includes data entry, answering phones, handling mail and maintaining physical/digital files using basic office software.

Responsibilities include scheduling coordination, staff competency forms, conference room management, and support on projects. The position requires strong communication skills and MS Office proficiency.

Qualifications

• High school diploma required; two years college preferred; minimum of three years of experience.
• Good communication skills; proficient in MS Word/Excel/Outlook; typing 50 WPM.

Responsibilities

• Provide backup coverage for the Command Center and manage mail delivery and phone messaging.
• Distribute daily/weekly/monthly schedules by email and attach scheduling links.
• Gather annual competency forms from clinical staff across multiple locations.
• Manage conference rooms and coordinate reservations.
• Support various departmental projects as assigned by Supervisors/Managers.
• Provide desk/phone coverage for the Chairman and calendar management.
• Distribute Radiation badges and maintain related records.
• Create Faculty File folders for new faculty and manage lockers.
• Coordinate Point of Care Ultrasound (POCUS) workshop scheduling and confirmations.
• Coordinate POCT training scheduling and compliance.

Skills

Communication

Typing 50 WPM

Education

High school diploma; 2 years college preferred; 3+ years experience

Tools

Microsoft Word

Microsoft Excel

Outlook

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 a Departmental Assistant.

In this role, the successful candidate will be responsible for providing clerical and administrative support and other related duties to support the daily activities of the department. Manages daily office tasks, organizes records, and supports department staff to ensure smooth operations. The role involves data entry, answering phones, handling mail, and maintaining physical or digital files using basic office software.

Job Responsibilities:

1. Provide backup coverage for the Command Center, including mail distribution and food vendor delivery assistance. Coordinate effective communication, receive and relay phone messages timely and appropriately to clinical or management staff. Effectively follow established office procedures in directing emergency calls, and notifying appropriate personnel of airway and cardiac arrests.
2. Distribute daily/weekend/holiday schedule by email, attaching QGenda link.
3. Gather annual competency review forms from clinical attending staff in Tisch, LOH, CSTP, Brooklyn and other offsite locations.
4. Conference room management. Reserve or cancel departmental conference room(s) appropriately.
5. Provide assistance on various projects as assigned by Supervisors and Managers.
6. Provide coverage when Sr. Administrative Manager is away. Provide desk and phone coverage for the Chairman, calendar management for the Chairman, Executive Vice Chairman and Administrator
7. Radiation badge distribution and management for clinical attendings.
8. Create Faculty File folders for the Chairmans file as new faculty start.
9. Locker management: Assign lockers (in Tisch, KP and TH5 suite) to clinical staff on as needed basis. Maintain locker and lock code file.
10. Point of Care Ultrasound (POCUS) workshop coordinator. Work with faculty, NYSIM coordinator and SP (special patients) with scheduling and appointment confirmation.
11. Point of Care (POCT) liaison. Work with faculty and POCT staff in scheduling training compliance.

Minimum Qualifications:
To qualify you must have a High school graduate required. Two years college preferred. Minimum of three years of experience. Good communication skills. Type 50 WPM. Proficient in Microsoft Word, Excel and Outlook.

Preferred Qualifications:
Associate Degree or Bachelors Degree. Planning, organizing, prioritizing, problem solving skills.

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 $50,204.70 - $60,876.65 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.