Project Assistant

NYU Langone Hospitals; New York (NY); On-site; USD 42,000 - 47,000; Full time

Job summary

NYU Grossman School of Medicine is seeking a Project Assistant to provide essential project/program support and perform moderately complex clerical duties. The role includes data gathering, reporting, scheduling, and coordinating activities with staff under general supervision.

The ideal candidate will handle routine inquiries, greet visitors, manage documents, and support project events, budgets, and communications. This role offers growth within a world-class medical institution in New York.

Qualifications

• High school diploma or equivalent.
• Proficiency in Microsoft Excel and Office 365.
• Strong analytical ability, critical thinking, and proactive problem-solving skills.
• Must be organized, detailed-orientated, dependable and flexible.
• Excellent oral and written communication with stakeholders.

Responsibilities

• Moderate clerical functions: petty cash, payments, and vendor reimbursements as needed.
• Word processing/typing: memos, reports, and applications; prepare routine responses.
• Scheduling and coordinating: maintain calendar, arrange conferences, logistics, and catering.
• Filing and mail distribution: organize files, manage mail routing, and document handling.
• Clerical support: data entry, supplies, greeting visitors, and issue resolution.
• Project support: assist with event planning, content development, budgets, and reporting.
• Reports: classify and reconcile data, prepare routine forms and reports, verify information.

Skills

Analytical ability

Problem-solving

Organizational skills

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Excel

Office 365

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 Project Assistant. In this role, the successful candidate will be responsible for providing project/program support and a variety of moderately complex clerical functions (gathers, receives, classifies, reconciles and consolidates data, moderate data analysis, coordinates efforts (e.g., scheduling appointments, tracking, supervising surveys, preparing presentations, etc.) with assigned staff, compiles information and prepares reports, summarizes documents, responds to routine and non-routine inquiries and complaints, greets and directs visitors, etc.) and other related duties for a supervisor or department. Works under general supervision.

Job Responsibilities

• Moderate Clerical Functions Completes petty cash vouchers and obtain necessary signatures, obtain petty cash, prepares payments and check requests for payments to vendors as needed. May provide messenger services for the Department.
• Word Processing/Typing Prepares and proofreads memos, reports and applications. Independently prepares responses to routine correspondence. Develops documents for presentation or meeting.
• Scheduling and Coordinating Maintains routine calendar, schedules appointments, assist in preparing for conferences (checking the logistics and technical support, ordering and setting up food, etc.) and other related duties. May assists with special events planning.
• Filing and Mail Distribution - Maintains office filing and storage systems by sorting, recording and filing written material in alphabetical, numerical, or subject order as needed. Retrieves material from files upon request and keeps records of the movement of file materials. Opens, sorts, routes and distributes mail to the appropriate party. Screen mail to determine which letters can be answered independtly.
• Clerical Support - Makes and provides clerical support to the department/unit (photocopy, fax, mails, and files, data entry, sorts and distributes mail, ect.) and other related duties as needed. May order office supplies. 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.
• Performs and participates in other job related duties as required.
• Project Support Provides project/program support to a supervisor, department, or organizational unit in the preparation of project relevant materials that includes but is not limited to: assisting with project and event planning and implementation; managing the logistics of and coordinating content development for meetings, conferences, and other project-related events; assisting with the design, development and dissemination of project products and reports; coordinating and monitoring project budgets; coordinating proposal development and managing the proposal process; assisting with project data collection activities to maintain and improve the effectiveness of the workflow and ensure customer satisfaction.
• Reports - Receives, classifies, reconciles and consolidates data. Compiles and prepares routine factual forms and reports based on information readily available, verify information, determines report format, identifies discrepancies and make corrections. Research problems, issues and concerns and responds to requests for information and summarizes data based on information compiled from various sources.

Minimum Qualifications

• To qualify you must have a High school diploma or equivalent.
• Proficiency in Microsoft Excel and Office 365
• Strong analytical ability, critical thinking, and proactive problem-solving skills
• Must be organized, detailed-orientated, dependable and flexible
• Have excellent oral/written communication skills and be able to communicate effectively with stakeholders regarding design and implementation

Preferred Qualifications

• Bachelors degree in Facilities Management, Engineering, Business or other relevant field
• 2 years of work experience in Facilities Management, preferably with Maintenance Connection or other CMMS

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. 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 $42,100.00- $47,250.00 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.