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Position Summary: We have an exciting opportunity to join our team as an Administrative Assistant.
In this role, the successful candidate is responsible for providing daily administrative support for the Chair/Director with heavy scheduling and travel under the supervision of the Executive Assistant to the Chair. Monitors email and prioritizes actions for the Chair/Director. Serves as liaison between the Chair/Director and the Executive Director, the Associate Directors of Research and Education, the Mentoring Champion, and the Appointments and Promotions Committee. Submits grants for the Chair/Director and advises lab members on their submissions. Provides consultation and advice to management, coordinates hiring process and Human Resources related paperwork for the Chair/Directors lab, and other related duties. Communicates with high level internal and external executives by phone, email, or in person. Works under direction and supervision.
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, develops documents for presentation or meeting, maintains records of all documentation, files materials, and manages data entry.
Communication/Public Contact: Processes all incoming and outgoing communication in the form of email and letters. Recognizes and identifies information to disseminate and provides information to the right people. Provides information to the Chair/Director, colleagues, and other members of the Department/Institute. Meets and greets guests. Answers phones, email, provides information and processes messages for the Chair/Director. Communicates with persons inside and outside the organization on behalf of the Chair/Director.
Decision Making and Problem Solving: 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. Escalates high impact decisions to appropriate party. Represents and discreetly advises others on behalf of the Chair/Director.
Word Processing/Typing: Prepares and proofreads email, memos, letters and reports. Prepares correspondence and documents independently and finalizes documents based on others rough drafts, checking for accuracy, spelling, grammar, format, tone, etc., based on knowledge/research of relevant topic/professional field to correspondence and documents. Responds to requests for information, summarizes data based on information compiled from various sources. Ensures that company format policies are followed, especially with respect to external communications.
Scheduling/Coordinating: Makes 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.
Lab Support/Grant submission: Provides scheduling, hiring, and administrative support to Chairmans lab, including weekly lab meetings, grant submissions, and human resources processing of new hires, and terminations. Processes reimbursement for lab travel and expenses. Maintains biosketch and CV for Chair and Director.
Filing/Mail Distribution: Files and retrieves documents, records, and reports. Maintains correspondence and filing (both hard copy and electronic) system for the Chair/Director. Ships items for Chair/Director and lab.
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 requested, some after hours.
Demonstrates knowledge of the organizations Core Values and Behavioral Competencies and incorporates them into the performance of duties.
Performs other duties as assigned.
Minimum Qualifications: 1. Associate's Degree in a related field is required. Between 3 and 5 years of progressively 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. 7. Ability to interact effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work as part of a team and willing to back up others. 8. Knowledge of modern office standard practices and procedures.
Preferred Qualifications: Bachelor's degree. Interest or background in science, research administration, or healthcare management a plus.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU 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 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 School of Medicine's EEO policies, please click here. Please click here to view the Federal 'EEO is the law' poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please click here.
NYU Langone Health, a world-class patient-centered integrated academic medical center, is one of the nation's premier centers for excellence in clinical care, biomedical research, and medical education. Located in the heart of Manhattan, NYU Langone is composed of four hospitals – Tisch Hospital, its flagship acute care facility; Rusk Rehabilitation; the Hospital for Joint Diseases, one of only fi...ve hospitals in the nation dedicated to orthopaedics and rheumatology; and Hassenfeld Children's Hospital, a comprehensive pediatric hospital supporting a full array of children's health services across the medical center – plus the NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. The medical center's tri-fold mission to serve, teach, and discover is achieved 365 days a year through the seamless integration of a culture devoted to excellence in patient care, education and research. For more information, go to www.nyulangone.org.