Executive Assistant to Chair

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.

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Position Summary:

We have an exciting opportunity to join our team as an Executive Assistant to Chair.

In this role, the successful candidate is responsible for providing high level complex daily administrative support for the Chair/Director with heavy scheduling and travel. Monitors email and prioritizes actions for the Chair/Director. Serves as liaison between the Chair/Director and the Executive Director, the Vice Chair of Research, neuroscience faculty, and NYU Langone Health leadership. The Executive Assistant is also responsible for providing a wide variety of project and administrative support for assigned Neuroscience Institute (NI) labs including administrative support for onboarding of lab personnel, tracking and communications related to NI facilities and operations, event planning, financial processing, and other administrative tasks. Works directly with scientists at all levels, the NI administrative team, and members of the larger NYULH community on various projects to support our research mission. Exercises independent judgment in the resolution of project and administrative concerns and issues and operates with minimal supervision. Works with executive director, supervisor, and NI managers to identify needs and develop opportunities for independent projects.

Job Responsibilities:

• 1. Chair support
  1. Complex Administrative Support Coordinates administrative and personal support for the Chair/Director to ensure the completion of tasks; maintains and ensures that services are provided in an effective and efficient manner. Compiles, categorizes, calculates, audits, verifies, or processes information or data. Plans events and meetings, maintains calendar, reads and answers correspondence, interprets administrative and operating policies and procedures for employees, develops documents for presentation or meeting, maintains records of all documentation, files materials electronically, and manages data entry.
  2. Decision Making and ProblemSolving Combines and evaluates information and data to make decisions, prioritize items and solve problems. Resolves non-routine situations based on established policies and procedures and refers unresolved issues and questions to the appropriate party. Represents and discreetly advises others on behalf of the Chair/Director.
  3. Scheduling/CoordinatingMakes travel arrangements for the Chair/Director; manages calendar; supervises, coordinates and sets up large and complex meetings, conferences and programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Cancels meetings based on knowledge of the subject and attendees. Schedules appointments, meetings and personal appearances and speeches for the Chair/Director. Organizes itineraries as needed. Processes and follows up to ensure timely reimbursement of expenses both internally and externally.
  4. Communications Processes all outgoing communication in the form of email and letters. Recognizes and identifies information to disseminate and provides information to the right people. Provides information, consultation and advice to the Chair/Director, colleagues, and other members of the Department/Institute on policy and technical, systems-related or process-related topics. Prepares and proofreads memos, letters and reports. Prepares correspondence and documents independently and finalizes documents based on others rough drafts, checkingforaccuracy, spelling, grammar, format, tone, etc., based on knowledge/research of relevant topic/professional field to correspondence and documents. Communicates with persons inside and outside the organization on behalf of the Chair/Director. Ensures that company format policies are followed, especially with respect to external communications.

• 2. Administrative/lab support Provide a wide variety of administrative support tasks to assigned faculty, including:
     1. Manage the hiring and onboarding of lab personnel, including postdoctoral fellows, technicians, and volunteers, in conjunction with the faculty member, NI team members with roles in the hiring process, and Human Resources staff.
     2. Communicate required courses and conduct fire and life safety walkthroughs as part of onboarding new hires to the community. Manage security access requests.
     3. Ensure that lab managers are equipped to handle their administrative duties and provide temporary backup for this role during vacation or staff transitions. Duties include reconciling credit card charges for lab orders, ordering for the lab, sending out FedEx packages, etc. Manage onboarding access to NYULH tools to allow lab staff to complete necessary administrative duties.
     4. In conjunction with the PI and lab members, assist with completion of documents related to research management such as contractual agreements, scheduling repairs or calibration, and paperwork related to purchasing. Assist PI with maintaining or updating CV as requested.
     5. Create reimbursement requests for faculty and lab members and communicate with the Accounts Payable / Finance Help Desk on follow up. Reconcile credit card for PI travel receipts as requested. Ensure compliance with NI, NYULH, and NIH guidelines.
     6. Maintain room reservations for regular lab meetings.
     7. Coordinate visits of guest speakers and manage special event planning, to include managing room reservations, travel, A/V and/or IT issues, advertising, catering, and reimbursements.
     8. Field questions from PIs and lab members about processes at the NI and NYULH. When necessary, direct questions to appropriate people/resources within admin team and NYULH.
     1. Take initiative alone or in collaboration with team members to innovate tools such as Q&As, fact sheets, or checklists to aid labs and colleagues in performing routine tasks more accurately and efficiently.
     10. Use and maintain electronic records of work.
     11. Provides support to the NI senior grants specialists for grant submissions and management for assigned PIs and lab members.
  3. Institute Administrative Support Along with other members of the Neuroscience Institute administrative team: assists with conference room scheduling and other reception duties as needed, orders office supplies, receives packages, orders catering for meetings. Participates in set up and breakdown of recurring events, special events, open houses, retreats, and symposia when volunteers are requested.
  4. Reception/Public Contact Meet and greet guests, resolve non-routine situations based on established policies and procedures, refer unresolved issues and questions to the appropriate party. Follow up to ensure timely and satisfactory resolution. Respond in helpful, service-oriented manner.
  5. Additional duties Participates in individual and team training, professional development and support special events. Fulfill shared NI event responsibilities with the administrative team on a rotating basis. Complete other job-related duties as assigned.
  6. Demonstrates knowledge of the organizations Core Values and Behavioral Competencies and incorporates them into the performance of duties.
  7. Performs other duties as assigned.

Minimum Qualifications:
To qualify you must have a Bachelor's Degree in a related field is required. Between 3 and 5 years of progressively responsible administrative experience or an equivalent combination of education and experience.
2. Effective oral, written skills including knowledge of grammar, spelling and punctuation, tact, diplomacy and interpersonal skills.
3. Time management skills and be able to work well under pressure. Maintain a professional and positive attitude while effectively meeting deadlines.
4. Proficiency in using various Microsoft Office applications such as Word, Excel, Power Point and Outlook. Familiar with Internet applications.
5. Good organizational skills, with the ability to handle variety of projects simultaneously and prioritize effectively while paying attention to details.
6. Active listening, judgment and decision-making 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 $70,481.60 - $90,000.00 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.

To view the Pay Transparency Notice, please click here