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.

For more information, go tomed.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, XandInstagram.

Position Summary:
We have an exciting opportunity to join our team as a Administrative Assistant.

In this role, the successful candidate Responsible for providing a wide variety of administrative support (coordinates and maintains calendars, creates and maintains various reports and databases, prepares and processes travel and expense reports, arranges weekly conference calls, answers office phones, sorts mail, fax, process invoices, filing, etc.) and other related administrative duties for an organizational unit or a department. Exercises independent judgment in the resolution of administrative concerns and issues. Provides back-up coverage for Executive Assistants and Project Assistants.

Job Responsibilities:

• Coordinate hospital credentialing and insurance enrollment for all new physicians and Advanced Practice Professionals at NYU hospitals and affiliates, and FGP practices
• Coordinate the onboarding process for all new recruits, gather all required documentation, and serve as the primary point of contact for administrative support
• Coordinate the onboarding of residents, fellows, medical students, and sub-intern rotators assigned to Bellevue throughout the academic year in accordance with Bellevues procedures
• Review faculty annual meeting summaries and prepare physician contracts as directed
• Prepare letters and memos, review reports, and follow up with relevant stakeholders to ensure timely completion
• Serves as Assistant to the Chief of Orthopedics at NYC Health Hospitals/Bellevue
• Supports Leadership in problem solving and project planning/coordination to ensure efficient services. Assists in the development and execution of goals and objectives and serves as a primary point of contact for all administrative issues
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
• Maintains office efficiency by planning and implementing office space, layouts, and equipment needs
• Research and analyzes data related to administrative functions: supply/inventory management, payroll, scheduling, budget, clinical/regulatory compliance, etc. Prepares a variety of communications, reports, charts, written documents, etc detailing the findings which may be highly sensitive and confidential in nature
• Maintains professional and technical knowledge by attending educational workshops
• Coordinates the day-to-day activities of all offices including but not limited to supply/inventory/equipment management, payroll, scheduling, and clinical/regulatory compliance, and refund/correspondence processing. Develops policies, procedures and systems which ensure productive and efficient administrative operations
• Maintains the monthly newsletter andsends ad-hoc communications to staff
• Coordinates and oversees the day-to-day management of office supplies, equipment, and facilities, including maintenance, inventory management, logistics, security, and related activities
• Maintains schedules/calendars, screens and handles telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate. Organizes and facilitates meetings, conferences, and other special events including Employee Engagement activities, as required, including identifyingneeded resources and arranging for required support (i.e., Technical, A/V, etc) for meetings and events
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office
• Demonstrates knowledge of the organization's Core Values and incorporates them into the performance of duties
• Administrative Support: Provides administrative support for an organizational unit or a department to maintain and improve the workflow level and efficiency
• Word Processing/Typing: Independently respond to and compose correspondence. Types and proofreads memos and reports
• Reports: Gathers data and information from various sources, prepares reports based on information compiled, responds to requests for information; summarizes database on information compiled from various sources
• Scheduling/Coordinating: Manages calendar, makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Setup and coordinate meetings and conferences (including teleconferencing and video conferencing), cancel meetings based on knowledge of the subject and attendees. Recognizes and identifies information that can be disseminated and to whom, assists with special events planning. May organize travel logistic arrangements and itineraries as needed
• Filing/Mail Distribution: Develops filing systems, internal mailing processes, and procedures
• Reception/Public Contact: Provides back up support for reception as needed. 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
• Clerical Support: Performs general clerical duties (photocopy, fax, mails, and files, ect.) as needed. May order office supplies and organize department supply room.
• Performs other duties as assigned

Minimum Qualifications:
To qualify you must have a 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:
Intermediate knowledge of computer-based scheduling and appointment programs, including Epic, is strongly preferred. Ability to work both independently and as part of a dynamic team, with strong time-management and follow-up skills is preferred. 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.

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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 $53,294.22 - $91,932.72 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