Executive Assistant to Chair, Department of Psychiatry

Executive Assistant to Chair, Department of Psychiatry

Administrative/Office Support

New York, NY Full-Time/Regular

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 is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values.

Position Summary:

We have an exciting opportunity to join our team as an Executive Assistant to Chair, Department of Psychiatry. The Department of Psychiatry is seeking a full-time Executive Assistant to the Chair. In this role, the successful candidate is responsible for providing complex daily administrative support to the Chair. S/he coordinates and manages administrative procedures and functions, maintains schedule of calendar and travel arrangements, schedules faculty group practice patient appointments, checks patients in and out, preparation of reports/presentations, oversight of special projects, and other related duties to the Chairs Office.

Job Responsibilities:

Provides complex daily administrative support to the Chair, ensuring completion of tasks while maintaining and improving the administrative workflow/processes and ensuring that services are provided in an effective and efficient manner.

Manages calendar for the Chair including but not limited to meetings, patient appointments, travel arrangements, conferences, seminars, and lectures.

Supervise, coordinate and set up large and complex meetings, conferences, and programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Organizes interview schedules, travel logistics, and itineraries for perspective faculty recruits. Processes reimbursement of related expenses.

Coordinates, prepares agenda, and takes minutes for monthly Executive Advisory Committee meetings. Prepares reimbursement forms and verifies Purchasing card transactions and other expenses for Chair. Track and keep receipts for reimbursements.

Serves as back up to the Administrative Coordinator to the Vice Chair for Research and Vice Chair for Faculty Development and Mentoring.

Represents and discreetly advises others on behalf of the Chair. Reads and answers correspondence on behalf of the Chair. Recognizes and identifies information that can be disseminated and to whom.

Answers phones, provides information and processes messages for the Chair. Meets and greets guests to the Chairs Office. Communicate professionally and tactfully with people inside and outside the organization.

Prepares and proofreads correspondence such as letters, memos, reports, emails and announcements independently from rough drafts, corrected copies, voice recordings, dictation or previous versions on behalf of the Chair. Ensures that company format policies are followed and recommends revisions.

Research, compiles and analyzes information for reports and presentations. Prepares reports, documents, and presentations for meetings and town halls as needed.

Ensure documents that need Chair approval/signature are tracked, reviewed, and returned promptly. Coordinates and tracks signatory approvals for Offer Letters, Contract Renewals and Change of Responsibilities letters. Files and retrieves documents, maintains records of all documentation, and reports. Maintains correspondence and filing system for the Chairs Office.

Combine and evaluate 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.

Perform other duties and special projects assigned

Minimum Qualifications: To qualify you must have a Bachelor's Degree in a related field is required. Minimum of 5 years of progressively administrative experience or an equivalent combination of education and experience. Effective oral, written skills including knowledge of grammar, spelling and punctuation, tact, diplomacy and interpersonal skills. Time management skills and be able 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 and familiar with Internet applications. Good organizational skills, with the ability to handle 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 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. Knowledge of modern office standard practices and procedures.

Preferred Qualifications: Prior experience supporting an executive in a healthcare or academic setting.

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. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family. NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration.

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 $70,481.60 - $106,180.20 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.