FULL-TIME ADMINISTRATIVE PROFESSIONAL

Administrative Assistant
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.
We have an exciting opportunity to join our team as an Administrative Assistant. In this role, the successful candidate is responsible for providing a wide variety of administrative support and other related administrative duties for an organizational unit or a department. Exercises independent judgment in the resolution of administrative concerns and issues. Provides back-up coverage for Executive Assistants and Project Assistants.
Coordinate hospital credentialing and insurance enrollment for all new physicians and Advanced Practice Professionals at NYU hospitals and affiliates, and FGP practices
Coordinate the onboarding process for all new recruits, gather all required documentation, and serve as the primary point of contact for administrative support
Coordinate the onboarding of residents, fellows, medical students, and sub-intern rotators assigned to Bellevue throughout the academic year in accordance with Bellevue’s procedures
Review faculty annual meeting summaries and prepare physician contracts as directed
Serves as Assistant to the Chief of Orthopedics at NYC Health + Hospitals/Bellevue
Supports Leadership in problem solving and project planning/coordination to ensure efficient services. Assists in the development and execution of goals and objectives and serves as a primary point of contact for all administrative issues
Maintains office efficiency by planning and implementing office space, layouts, and equipment needs
Research and analyzes 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
Coordinates the day-to-day activities of all offices including but not limited to supply/inventory/equipment management, payroll, scheduling, and clinical/regulatory compliance, and refund/correspondence processing. Develops policies, procedures and systems which ensure productive and efficient administrative operations
Coordinates and oversees the day-to-day management of office supplies, equipment, and facilities, including maintenance, inventory management, logistics, security, and related activities
Maintains schedules/calendars, screens and handles telephone communications; Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office
Demonstrates knowledge of the organization’s Core Values and incorporates them into the performance of duties
Administrative Support: Provides administrative support for an organizational unit or a department to maintain and improve the workflow level and efficiency
Word Processing/Typing: Gathers data and information from various sources, prepares reports based on information compiled, responds to requests for information; summarizes database on information compiled from various sources
Setup and coordinate meetings and conferences (including teleconferencing and video conferencing), cancel meetings based on knowledge of the subject and attendees. Recognizes and identifies information that can be disseminated and to whom, assists with special events planning. May organize travel logistic arrangements and itineraries as needed
Reception/Public Contact: Provides back up support for reception as needed. Meets and greets clients, resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party
Clerical Support: Performs general clerical duties (photocopy, fax, mails, and files, etc.) May order office supplies and organize department supply room.
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. 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 exercise administrative judgment and assumes responsibility for decisions, consequences, and results.
Preferred Qualifications: Intermediate knowledge of computer-based scheduling and appointment programs, including Epic, is strongly preferred. Five years of responsible administrative experience.
NYU Grossman School of Medicine provides its staff with far more than just a place to work. 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. 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. We require applications to be completed online. 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.