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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 high-level of support to the Director and faculty of the Section for Global Health in the Division of Health and Behavior, 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. Exercises independent judgment in the resolution of administrative concerns and issues.
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.
Travel Organizes and books domestic and international travel logistic arrangements and itineraries as needed. Processes travel and expense reports.
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. Drafts correspondence on behalf of Section Director including letters of reference and letters of support.
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.
Reception/Public Contact - Provides 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.
Filing/Mail Distribution - Develops and maintains Section for Global Health filing systems, internal mailing processes and procedures.
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.
Other relevant duties as requested by the Director of 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. Two years of responsible administrative experience.
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.
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Internal Number: 65659845
About NYU Langone Medical Center
NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. Included in the 200+ locations throughout the New York area are five inpatient locations: Tisch Hospital, its flagship acute-care facility; Rusk Rehabilitation, ranked as one of the top 10 rehabilitation programs in the country; NYU Langone Orthopedic Hospital, a dedicated inpatient orthopedic hospital with all musculoskeletal specialties ranked top 10 in the country; Hassenfeld Children's Hospital at NYU Langone, a comprehensive pediatric hospital supporting a full array of children's health services; and NYU Langone Hospital—Brooklyn, a full-service teaching hospital and level 1 trauma center located in Sunset Park, Brooklyn. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute–designated cancer center, and NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history.