Position Summary: We have an exciting opportunity to join our team as an Executive Assistant to Vice President.
In this role, the successful candidate is responsible for providing comprehensive administrative support to Leadership as well as handling special projects and financial/budgetary matters independently. Assists with complex project preparation and presentation. Manages daily activities of office functions as liaison to other departments. Deals with confidential information and high level positions on a regular basis
Training and Orientation Orients new staff members. Instructs staff clearly in organization, procedures and policies of Medical Center. Assists with orienting staff thoroughly to workplace (i.e. equipment, location of supplies, etc.) and to other personnel with whom they must relate.
General Employee Assistance Interprets policies in order to provide guidance to staff. Interprets organizational/departmental policies and procedures as needed to resolve problems. Follows-thorough where additional information is needed and responds in a timely manner. Recognizes potential problems/issues and develops viable solutions in order to resolve them. Resolves problem independently, bringing them to successful conclusion.
Special Projects Assists in improving the productivity/efficiency of department/area and the quality of its organizational standards through planning and execution of special projects. Develops appropriate proposals for new or enhanced programs within scope of own responsibilities or as assigned. Determines the scope and means of analysis in light of the needs of the particular assignment and audience. Identifies and obtains various resources required to successfully complete each project. Obtains cooperation of School of Medicine and Hospital staff readily as needed for interdepartmental task forces. Effectively researches necessary information from a variety of internal and external sources. Coordinates the planning of new or enhanced policies and procedures with involved departments. Uses verifiable data as a basis for decisions. Addresses all contingencies in a plan fully. Effectively presents all materials through use of technology or assists Leadership in effectively presenting materials.
Vendor Management Interacts with vendors, suppliers and telephone carriers concerning billing, pricing and related discrepancies. Keeps tracks of office and annual equipment maintenance orders. Checks vendor bills against departmental records and processes them in a timely manner. Investigates discrepancies and resolves issues with the vendor concerning billing and pricing issues. Reviews bill against purchase order or agreement in order to verify its accuracy. Verifies that vendor bills are based on correct tariff rules. Compares prices to ensure that the least expensive price is paid for comparable items.
Budgets Assists in preparing, coordinating and monitoring the capital and operating budgets for department/area and all budgets for special projects. Compiles and assembles basic information for the preparation of the operating and capital budgets. Monitors actual expenditures versus planned spending; advises appropriate. Prepares variance reports as necessary. Makes allowances for handling unexpected situations; develops effective plans and/or alternatives. Prepares justifications and researches most effective equipment/technology; coordinates the submission of all capital budget requests. Monitors expenses associated with capital projects. Adheres to budgetary restrictions while satisfying office demands; advises of any unusual request/need, or financial constraints.
Office Management Plans, develops and implements office management procedures. Develops implements and monitors policies and procedures and recommends modifications to existing procedures as required. Ensures adequate support for office at all times. Orients staff in use of technology and assists in troubleshooting. Establishes and oversees a well-organized functional system of record keeping. Maintains and regularly updates the office Policy and Procedure Manual. Keeps staff apprised of issues pertaining to their functional areas. Makes recommendation for needed office equipment. Anticipates deviations from plans and makes additional plans for accommodations. Presents new and innovative ideas, gives them the appropriate follow-up and if necessary, makes adjustments. Provides direction to staff on how to mist effectively complete tasks. Assesses subordinate staff performance.
Liaison - Functions as liaison for all interactions between Leadership and others. Responds in a timely, discrete and confidential manner to all requests concerning sensitive issues. Functions as liaison by providing flexible, efficient and timely response to the needs of departments faculty and staff. Composes information and prepares correspondence in a clear, concise and well organized manner. Researches information accurately and thoroughly. Works effectively and interacts independently with internal and external sources to solve problems.
Administrative Support Provides support services to Leadership in order to facilitate efficient operation of office. Ensures that all support functions are completed on daily basis. Maintains calendar and efficiently schedules meetings, conferences makes all travel arrangements, etc.. Acts as a liaison between Leadership and rest of organization to expedite communications. Plans and coordinates interrelated activities effectively and efficiently according to schedule. Handles confidential matters with appropriate urgency and discretion. Prepares all materials in professional manner through efficient use of staff and technology.
Performs other duties as assigned.
Minimum Qualifications: Bachelor's Degree plus five years of progressive responsible office management, special projects and/or budget/finance experience or an equivalent combination of education and experience. Proficient in the use of Microsoft Office including Word, Excel, PowerPoint and Access Database. Effective oral, written communication and interpersonal skills required
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health 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 Langone Health 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 Langone Health'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.
Please See Above
Internal Number: 68846254
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.