Departmental Secretary - Interventional Cardiology

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. Vizient Inc. has ranked NYU Langone the No. 1 comprehensive academic medical center in the country for three years in a row, and U.S. News & World Report recently placed nine of its clinical specialties among the top five in the nation. NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition-free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.


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Position Summary:
We have an exciting opportunity to join our team as a Departmental Secretary.


In this role, the successful candidate will be responsible for the office operation of the department and serving as Secretary to a Department Head.

Job Responsibilities:

• Assists in maintaining contact with sections in the department and other departments.
• Plans and coordinates interrelated activities effectively and efficiently according to schedule.
• Makes requests to other areas, allowing them sufficient time to reply; in turn, responds quickly in order to ensure efficient coordination of activities.
• Conveys the correct information to involved parties.
• Schedules appointments and conferences, confirms attendance, and facilitates program operation.
• Attends meetings and participates on committees, as required; prepared minutes as required.
• Calculates the figures correctly. Verifies and records revenues and expenses accurately. Resolves discrepancies and maintains records according to departmental procedure.
• Takes and transcribes complex dictation. Types materials neatly and accurately; utilizes the Dictaphone proficiently when required. Types and transcribes materials promptly. Proofreads, edits, properly organizes and formats the typewritten materials.
• Uses the word processor efficiently. Contacts the service/maintenance company for needed repairs and makes suggestions to the supervisor for software/hardware enhancements.
• Composes, prepares, and edits general correspondence.
• Prepares responses which are clear, grammatically correct and meet content requirements.
• Completes responses and send them out promptly. Properly formats responses.
• Routes complex correspondence to the supervisor and attaches related records or information to the correspondence.
• Collects, updates, and summarizes data and statistics for the department.
• Submits data to the supervisor which is neat and well-written.
• Requested and related information is accurate and complete. Utilizes appropriate sources to complete the assignment.
• Obtains appropriate data sufficient to satisfy the project requirements.
• Assigns, directs, and coordinates the work of subordinate clerical staff.
• Utilizes personnel efficiently by delegating assignments.
• Monitors assignments to ensure neatness, accuracy and completion. Ensures that tasks are completed in accordance with established practices.
• Orders and maintains an inventory of supplies for the departments.
• Ensures there is an adequate level of supplies available on an ongoing basis while adhering to budgetary restrictions.
• Orders supplies on regularly specified basis and processes any exceptions upon request.
• Order the correct type of supply based on supervisors instructions and/or past practice. Initiates follow-up with the Vendor/General Stores, Purchasing, Receiving, Accounts Payable or Printing as needed.
• Understands the use and purpose of departmental supplies in order to suggest alternative supplies and sources or answer related questions concerning the supplies.
• Arranges for the repair/removal of malfunctioning equipment according to the supervisors instructions.
• Greets, directs, and responds to the needs and requests of the staff, patients and general public. Answers telephones and inquiries promptly, professionally and courteously.
• Identifies the department when answering the phone.
• Directs telephone calls and visitors appropriately based on content of inquiry.
• Obtains information, answers questions and resolves routinely moderate problems in accordance with departmental and/or NYULH policies and procedures.
• Takes messages accurately, dates them (with day/time) and conveys them on a timely basis.
• Sets up and maintains files and complex records of departmental and program activities.
• Maintains records in an organized and up-to-date manner; establishes filing system which allows for prompt retrieval of all information.
• Completes filing accurately and promptly.
• Maintains information for the department in accordance with departmental, NYULH, Federal, State and City Agency regulations.
• Periodically reviews files to check whether renewals are due, copies are clear, or whether additional information is necessary; initiates corrective follow-up. Reviews and purges files as appropriate.
• Any other data processing or clerical work as assigned by the management.

Additional Position Specific Responsibilities:
Triaging high phone volume and scheduling procedures. Ability to manage email box and multi task requirement.

Minimum Qualifications:

• High School Diploma required.
• Minimum of four years of secretarial experience required.
• Proficient in typing (50 WPM) & Microsoft Applications (Excel, Word, PowerPoint, Outlook).
• Knowledge of medical terminology.

Preferred Qualifications:
Bachelor's Degree; Cardiology Experience

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.

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 Langone Health 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. We require applications to be completed online.

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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 $69,082.53 - $69,082.53 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.

To view the Pay Transparency Notice, please click here