Administrative Assistant

Administrative Assistant

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 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 an Administrative Assistant. The Department of Psychiatry is seeking a full-time Administrative Assistant to support the Vice Chair for Research and provide back up support to the Chair with a variety of administrative support duties including but not limited to answering phones, scheduling meetings, greeting visitors, distributing mail, and ordering supplies.

Job Responsibilities:

• Provide administrative support to the Vice Chair and Chair (as needed) including but not limited to answering phones, scheduling and maintaining appointment calendars, job-talks, research rounds, organizing events and maintaining office supplies and equipment.
• Schedule research recruitment visits including travel accommodations and itineraries, as well as reimbursement of related expenses.
• Coordinate job talks for research recruits including distribution of announcements, booking of conference rooms and managing audio visual.
• Coordinate weekly research rounds and monthly research business meetings in conjunction with Vice Chair for Research.
• Initiate and coordinate resolution of problems with appropriate parties and departments, settles phone inquiries.
• Prepare correspondence and announcements as needed.
• Manage patient appointments in Epic as needed.
• Plan and organize Department events including annual Holiday Parties, APA Reception and special events as needed.
• Sort and distribute mail, schedule conference rooms.
• Maintain pantry/copy room, ensure office supplies and copy paper are adequately stocked, call for repairs of copier as needed.
• Manage the exam, phlebotomy and patient interview room calendars including signing in/out room key, ensure adherence to waste disposal procedures, order supplies, manage bills and the calibration of equipment as needed.
• Liaise with Building Coordinator for repairs/maintenance as needed.
• Maintain conference rooms including audio visual equipment. Request office keys as needed.
• Provide back up support for Executive Assistant to the Chair. Perform all other duties as assigned.

Minimum Qualifications: To qualify you must have an 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. 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: Five years of responsible administrative experience.

Qualified candidates must be able to effectively communicate with all levels of the organization. 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 $53,294.22 - $65,000.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need.