Administrative Coordinator - Human Genetics and Genomics
NYU Langone Health
January 3, 2018
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Position Summary: We have an exciting opportunity to join our team as a Administrative Coordinator.
Responsible for coordinating and supporting the Director, Center for Human Genetics and Genomics (CHGG) and the Center staff. The position will coordinate and direct office services, prepare reports, maintain calendars and schedules, and interpret administrative and operating policies and procedures for the Center for Human Genetics and Genomics (CHGG). The position will also work in collaboration with key staff members and leadership stakeholders in other areas within NYU Langone Health. Works under general supervision and reports to the Director.
Administrative Support - Coordinates administrative and personal support for the Director to ensure the completion of tasks, maintains and improves the workflow level and processes, and ensures that services are provided in an effective and efficient manner, and for CHGG as needed. Compiles, categorizes, calculates, audits, verifies, or processes information or data. Verifies and reconciles Pcard transactions and reimbursements for the Director. Manages reimbursements for CHGG as needed. Plans conferences and seminars, maintains schedule of calendar, screens and handles telephone communications, reads and answers correspondence, interprets administrative and operating policies and procedures for Center employees, develops documents for presentation or meeting, maintains records of all documentation, file materials and manages administrative data entry.
Decisions Making and Problem Solving Combines and evaluates information and data to make decisions about relative importance of information and choosing the best solution to solve problems. Resolves non-routine situations based on established policies and procedures, and refers non-solved issues and questions to the appropriate party. Represents and discreetly advises others on behalf of the Director.
Communication/Public Contact Processes all outgoing communication in the form of emails, letters, voice messages or other forms of communication and manages the CHGG website content. Provides information, consultation and expert advice to the Director and colleagues on technical, systems-related, or process-related topics. Meets and greets clients and serves as point of contact to the Security team for clients arriving to the CHGG. Answers phones, provides information and processes messages for the Director. Communicates with persons outside the organization.
Word Processing/Typing Prepares and proofreads memos and reports. Prepares correspondence and documents independently from rough drafts, corrected copies, voice recordings, dictation or previous versions based on knowledge/research of relevant topic/professional field. May require subject matter knowledge. Ensures that company format policies are followed and recommends revisions.
Reports Researches and analyzes data related to administrative functions. Prepares a variety of communications, reports, charts, written documents, etc., detailing the findings which may be highly sensitive and confidential in nature. Responds to requests for information and summarizes data based on information compiled from various sources.
Office Management Maintain inventory of supplies and order supplies as needed. Improves workflow, simplifies reporting procedures, improves customer services or implements cost reductions. Analyzes operating practices and procedures to create new and/or to revise existing methods. Coordinates and may attend meetings and other events on behalf of the Director, as needed.
Scheduling/Coordinating - Makes travel arrangements for the Director, manages calendar, coordinates the setup of large and complex high level meetings, conferences, seminars, and programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimal direction. Schedules appointments, meetings, and personal appearances and speeches for the Director. Recognizes and identifies information that can be disseminated and to whom and assists with special events planning. Organizes travel logistics, arrangements and itineraries as needed. Tracks the Directors teaching schedule and hours.
Filing/Mail Distribution - Files and retrieves corporate documents, records, and reports. Maintains correspondence and filing system for the Director.
Recruitment - Set up and organize any faculty and staff recruitment scheduling and procedures for the CHGG.
Human Resources May perform Human Resources related functions such as coordinating the hiring process, title changes, salary adjustments, terminations, and paper work. Facilitates immigration and volunteer process/paperwork. Resolves routine and non-routine Human Resources related issues and concerns. Serves as primary timekeeper & timecard approver and resolver of MyTime issues for CHGG staff.
Assists in the relocation of the Director and his lab and associated personnel.
Ensures all office policies and procedures are being implemented to ensure productive and efficient administrative operations. Acts as a liaison with faculty, staff, and other members of the division and NYULMC in relation to the Director, Center for Human Genetics and Genomics.Reviews policies and procedures.
Assists in the development and execution of stated goals and objectives of the Center.
Demonstrates knowledge of the organizations Core Values and incorporates them into the performance of duties.
Performs other duties as assigned.
Minimum Qualifications: To qualify you must have a Bachelor's Degree in a related field is required. Minimum of 2 years of progressively advancing administrative experience or an equivalent combination of education and experience. Effective oral, written skills, including knowledge of grammar, spelling, punctuation, tact, diplomacy and interpersonal skills. Time management skills and the ability to work well under pressure. Maintain a professional and positive attitude while effectively meeting deadlines. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint, and Outlook. Familiarity with Internet applications, digital data and its transmission. Good organizational skills, with the ability to handle a variety of projects simultaneously and prioritize effectively while paying attention to details. Ability to multi-task and project manage. Active listening, judgment, and decision-making skills. Ability to interact effectively with all levels of management and the ability to work and communicate effectively with both internal and external customers. Ability to work as part of a team and willingness to back up others. Knowledge of modern office standard practices and procedures.
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.