Administrative Coordinator

Administrative Coordinator

Research --> Support Staff

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 at its core 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. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge.

Position Summary: We have an exciting opportunity to join our team as a Administrative Coordinator. In this role, the successful candidate will be responsible for coordinating/managing administrative activities for staff and ensures efficient administrative operations.

Job Responsibilities:

• Support department leadership with problem-solving, project planning, and coordination to ensure efficient operations and services. Assist in the development and execution of departmental goals and objectives and serve as a primary point of contact for administrative matters
• Design and implement office policies by establishing standards and procedures, measuring outcomes against those standards, and making necessary adjustments
• Work directly with the Principal Investigator (PI), Building Operations, and Facilities Management to coordinate the day-to-day activities of office and lab operations, including lab supply ordering/receiving/reconciling, inventory and equipment management, payroll, scheduling, clinical and regulatory compliance, and refund and correspondence processing. Develop policies, procedures, and systems that promote productive and efficient administrative operations
• Collaborate with lab members to maintain safety training records, provide necessary administrative support, and help ensure office cleanliness and organization. Support operational requirements by scheduling and assigning work and following up on results
• Maintain schedules and calendars; screen and manage telephone communications; evaluate incoming and outgoing correspondence; and prepare responses as appropriate. Organize and facilitate meetings, conferences, employee engagement activities, and other special events as needed, including identifying required resources and arranging technical and audiovisual support
• Coordination of NTV inquiries
• Coordination of NTV onboarding process including reviewing candidate resumes, assisting with recruitment and selection, providing guidance on required documentation, submitting NTV applications to Central HR, monitoring progress, and onboarding submissions
• Keep management informed by reviewing and analyzing NTV requests, summarizing NTV submissions, and identifying trends
• Maintain office efficiency by planning and implementing office space, layouts, and equipment needs
• Research and analyze data related to administrative functions: supply/inventory management, payroll, scheduling, budget, clinical/regulatory compliance, etc. Prepares a variety of communications, reports, charts, written documents, etc detailing the findings which may be highly sensitive and confidential in nature
• Maintain professional and technical knowledge by attending educational workshops and professional development opportunities
• Gather, enter, and update data to maintain departmental records and databases, as appropriate, and establish and maintain office files and records
• Demonstrate knowledge of the organizations core values and incorporate them into daily responsibilities and performance, and
• Performs other duties as assigned.

Minimum Qualifications: To qualify you must have a Bachelor's Degree required with 2 years of relevant experience, or the equivalent combination of education and experience. The successful candidate must also possess excellent interpersonal, verbal and written communication, and organizational skills. Knowledge of standard office software is essential, including proficiency with word-processing, spreadsheet and database software (e.g., Microsoft Office, preferred). Ability to multi-task and/or coordinate multiple assignments is required. Ability to interpret and implement policies and procedures, and effectively communicate detailed information to a diverse population, both verbally and in writing; excellent problem-solving skills is required.

Qualified candidates must be able to effectively communicate with all levels of the organization. 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 $66,300.00- $72,000.00 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.