Administrative Assistant
Winthrop University Hospital - New York City, NY
Apply NowJob 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, diversity, 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 diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go tomed.nyu.edu, and interact with us onLinkedIn,Glassdoor,Indeed,Facebook,TwitterandInstagram.Position Summary:We have an exciting opportunity to join our team as a Administrative Assistant. In this role, the successful candidate will be responsible for providing a high-level of support to the IEHE Associate Directors / CHBC Director /Section for Global Health Director/ Pillar Leads on a wide variety of administrative tasks. Coordinates and maintains calendars, creates and maintains various reports and databases, prepares and processes travel and expense reports, answers office phones, sorts mail and filing, processes invoices, and other related administrative duties. Facilitate procurement and assists with special projects. Exercises organizationally savvy judgment in the resolution of administrative concerns and issues.Job Responsibilities:Clerical Support Performs general clerical duties (photocopy, fax, mails, and files, etc.) as needed and requested. Types and proofreads memos and reports. Develops documents for presentation or meeting. Assist with communication needs including emails.Filing/Mail Distribution Develops and maintains records filing systems, internal mailing processes and procedures. Reception/Public Contact Provides reception as needed. Meets and greets our guests, resolves non-routine situations based on established policies and procedures and refers non-solved issues and questions to the appropriate party. Purchasing and Accounts Payable Reconciles purchasing cards, processes check requests, honorarium payments, employee travel and expense reimbursements, new vendor set up and procurement of goods and services; facilitate the procurement of supplies and equipment.Reports/Correspondence Gathers data and information from various sources, prepares reports based on information compiled, determines report format and elements needed, reviews for format, content structure based on knowledge of department specification, research problems, issues and concerns, responds to requests for information, summarizes, and data based on information compiled from various sources. Draft correspondences and distribute communications per request.Travel Organizes and books domestic and international travel logistic arrangements and itineraries as needed. Processes travel and expense reports. Scheduling/Coordinating Manages calendar, makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Setup and coordinate domestic and international meetings and conferences including reserving adequate space, setting up necessary equipment, and ordering meals when necessary. Recognizes and identifies information that can be disseminated and to whom, prepares and distributes agendas and minutes, distributes supporting documents as necessary and requested. Assists with special events planning; assures all infrastructure is in place for meeting or travel which includes booking conference rooms or car service, ensure proper communication or presentation equipment is present; setup Zooms and WebEx when appropriate; ensure meeting or travel agenda/itinerary are detailed and complete.Perform adhoc duties and special projects as requested by Associate Directors and Pillar Leads.Monitor and maintain office supplies inventory Submits office supplies orders when necessary.Timekeeper - Check and update time cards for employees in the section.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. Computer Skills - 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:1. Three 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.NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. If you wish to view NYU Grossman School of Medicine's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit for more information.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 $48,343.36 - $60,000.00 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
Created: 2024-04-20