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, diversity, 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 diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter and Instagram.
Position Summary:
We have an exciting opportunity to join our team as an Administrative Assistant.
The Administrative Assistant will provide essential administrative support to the Division of Hospital Medicine and the Hospitalist Program at Tisch Hospital/Kimmel Pavilion. This position will be responsible for managing calendars, coordinating meetings, supporting faculty with various administrative tasks, assisting in recruitment efforts, and ensuring smooth operations for the division.
Job Responsibilities:
Calendar Management:
- Manage complex calendars and coordinate scheduling for multiple parties.
- Organize meetings, conferences, and events while anticipating needs and handling logistical arrangements.
- Provide calendar support for the division director and Tisch/Kimmel hospitalist leadership.
- Recognize and disseminate necessary information to relevant parties.
Administrative Duties:
- Create and maintain service schedules in Amion, ensuring timely updates and changes.
- Handle faxes, mail sorting, and filing.
- Place orders for office supplies as needed.
- Ensure timely collection of signatures on documents.
- Provide clerical support for hospitalist faculty, managing necessary paperwork (e.g., NPI, CSC, Medicare revalidation, flu vaccinations, compliance/regulatory maintenance).
- Assist the Project Coordinator in coordinating events such as seminars, meetings, new provider orientations, annual seminars, special events, etc.
- Provide coverage for Project Coordinator, when required.
- Prepare agendas and take meeting minutes in a timely manner.
- Process expense reimbursements for the Division Director and assist faculty with inquiries regarding reimbursements.
- Manage CME (Continuing Medical Education) accreditation for educational seminars.
- Schedule divisional meetings and related meetings for Tisch Hospital/Kimmel Pavilion.
- Maintain a yearly divisional calendar.
- Ensure hospitalist pods are properly maintained and clean and take faculty white coats to linen service weekly.
New Faculty Recruitment and Onboarding:
- Coordinate Recruitment Days and schedule interviews.
- Assist with multiple recruitment days and manage interview schedules.
- Collect and maintain candidate files (ie. CVs, references, etc.) and upload them to Interfolio.
- Update and maintain recruitment tracker.
- Assist with the onboarding of new faculty; including ordering phones, lab coats, and business cards.
- Coordinate faculty photo-shoots for the NYULH public website.
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 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.
NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Grossman School of Medicine’s EEO policies, please click here. Please click here to view the Federal “EEO is the law” poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.
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 $51,243.96 – $52,000.00 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.
To view the Pay Transparency Notice, please click here
Salaries shown on independent jobs related websites reflect market averages and do not represent information obtained directly from NYU Langone. We invite and encourage each candidate to discuss salary/hourly specifics during the application and hiring process.
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Step 1
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Step 2
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