Administrative Assistant
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- 1133482_RR00095672
- Research, EFAA-Stdnt Admissions+Fin Aid (S101), NYU Grossman School of Medicine
- Full-Time/Regular
- NYU Grossman School of Medicine (SOM)
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- Monday – Friday; 9:00AM – 5:00PM
ABOUT NYU LANGONE HEALTH
NYU Langone Health is a world-class, patient-centered, integrated academic medical center. Ranked as the #1 Hospital for quality and patient safety by Vizient, Inc., and with 10 clinical specialties among the top 10 in the nation according to U.S. News & World Report, NYU Langone’s culture is rooted in excellence in patient care, education, and research. NYU Langone comprises more than 320 locations throughout the New York area and in Florida, including six inpatient locations, a children’s hospital, and four emergency rooms. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute designated comprehensive cancer center, NYU Grossman School of Medicine, and NYU Grossman Long Island School of Medicine. For more information, go to nyulangone.org, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube, and Instagram.
Working at NYU Langone Health
NYU Langone Health isn’t just a healthcare system; we’re also a research hospital with a mission to advance science and improve healthcare. We offer a collaborative approach to research that spans disciplines, pairing outstanding scientists with exceptional clinical researchers. This approach sparks new ideas and discoveries that lead to innovative advances in preventing, diagnosing, and treating disease. With access to state-of-the-art technologies and facilities, our scientists and researchers have pioneered groundbreaking medical treatments used around the world.
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.
Job Details
Position Summary:
We have an exciting opportunity to join our team as an Administrative Assistant. The Administrative Assistant provides administrative support and reports to the Director of the Office of Admissions and Financial Aid. This roles serves as a source of information for prospective and current students and assures the smooth operation of the day-to-day activities of the office. Specific responsibilities include maintaining the Deans calendar, correspondence, responding to prospective student inquiries, various administrative tasks, and other duties as needed.
Job Responsibilities
Job Responsibilities:
- Provides comprehensive administrative support for the Office of Admissions and Financial Aid to optimize workflow and efficiency.
- Coordinates meeting schedules for the Associate Dean of Admissions and Financial Aid, ensuring seamless logistics including room reservations, A/V setup, virtual meeting arrangements, and catering.
- Assists in promptly responding to prospective applicant inquiries via email and phone, escalating concerns or questions to the Director of Admissions & Financial Aid as needed.
- Drafts and formats various documents, including emails and presentations, for review by the Director, ensuring clarity and professionalism.
- Collaborates with staff on various projects and events such as AOA Dinner, First Look, Second Look, and Admissions Thank You Dinner, contributing to their successful execution.
- Demonstrates understanding of medical school admissions processes and requirements, enabling effective assistance to applicants via email or phone.
- Manages complex calendars, ensuring smooth scheduling arrangements involving multiple parties, and promptly resolving any conflicts that arise.
- Coordinates scheduling between Dean of Admissions and Financial aid and our current, accepted, and prospective students.
- Tracks all of these student meetings for the Dean to follow up with to help mentor the students during their time at NYUGSOM.
- Prepares, manages, and tracks all accounts payable documents, ensuring compliance and accuracy, including purchasing supplies, reconciling P-card activity, processing purchase orders, vendor relations, and managing invoices and reimbursements.
- Maintains confidentiality and discretion when handling sensitive information such as student records or financial data.
- Supports the coordination of meetings for the annual AOA review, including gathering documents and arranging Zoom meetings.
- Coordinates scheduling for office meetings and events, including AFA team monthly meetings, AFA bi-monthly outings, and bi-annual performance meetings.
- Manages office supplies inventory, ensuring adequate stock levels and ordering supplies as needed.
- Coordinates travel arrangements for the Associate Dean, including booking flights, hotels, and transportation, and processing travel expense reimbursements.
- Assists with additional projects as required during busy seasons, contributing to the overall effectiveness of the office.
Administrative Assistant Skills and Qualifications:
- Organizing, ability to multi-task, close attention to detail and the ability to plan ahead, ability to work under pressure, strong interpersonal skills including written and verbal communication, ability to work both independently and as part of a team,
The administrative assistant should have:
- Organization, motivation, and time management to complete projects.
- Technology skills are sophisticated and the ability to quickly to learn new platforms that are utilized.
- Ability to multi-task while paying attention to details.
- Ability to access e-mail, electronic calendars, Zoom, Webex, and other basic office support software.
- Effective oral, written communication, and interpersonal and customer service skills.
- Ability to work independently, and prioritize tasks.
- Proficient in Office Suite (Microsoft Excel, PowerPoint, Word, and Outlook).
Qualifications
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. Computer Skills – 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 $62,400.00 – $65,000.00 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
Organization
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.
How Our Employees Grow
Jason A.
Data Analyst
“NYU Langone Health offers an abundance of opportunities to grow and develop in a healthy work environment. I enjoyed using NYU Langone’s training curriculum courses in business to support my career progression and I also utilized the Tuition assistance program to obtain a Master of Public Health (MPH). I’m proud of my work and what the organization represents to New York City and the surrounding communities.”
Tiffany M.
Research Coordinator
“The collaborative and supportive environment at NYU Langone Health has cultivated a sense of camaraderie that makes coming to work each day incredibly fulfilling. I am grateful for the mentorship provided by my esteemed faculty members, which has played a vital role in my professional development. NYU Langone has also provided me with incredible opportunities to learn and grow through their tuition assistance to pursue my Master of Public Health (MPH) at New York University and in-house training curriculum.”
Tanisha D.
Program Coordinator
“I saw that there were many opportunities to grow within the organization and used the tuition remission offering at NYU Langone Health to obtain my master’s degree. NYU Langone celebrates their employees and genuinely wants to hire from within, so take advantage of the resources available to you and speak to members of the Talent Acquisition Team, who are helpful.”
Ivelisse M.
Division Administrator, Hematology and Medical Oncology
“NYU Langone Health is truly a place full of endless opportunities for growth. I’ve always been fortunate to have great managers who fostered my desire to learn, innovate, and grow. My experience at NYU Langone has shaped me into who I am today. Here, you are part of a community and a family ― it is more than just a job, it is something to be proud of.”
Terry L.
Sr. Research Coordinator―Psychiatry Mood & Anxiety Disorders
“Working here has been incredibly fulfilling. I would encourage my fellow veterans to follow in my path at NYU Langone Health. What started as an internship has led to a 22-year career. I hope to pursue my doctorate degree net, thanks to the generous benefits available to me.”.
Kai-ama H.
Associate Director, ParentCorps
“My favorite moment is when a previous supervisor recognized my potential and asked me to consider becoming a supervisor. I was hesitant but her encouragement, belief in my abilities, and desire to see me grow, propelled me into becoming a leader. It changed what I believed was possible for me. If you are looking for a challenging work environment to leverage the skills you already have while building new expertise, NYU Langone Health is the place to be!”
Latoya K.
Program Manager
“NYU Langone Health’s reputation was a motivating factor in building my career here. As a world-renowned institution at the forefront of medical advancement, NYU Langone provides staff with various training courses that allow for further career development.”
Haleigh T.
Senior Residency/Fellowship Program Coordinator
“My motivation to build a career at NYU Langone Health is to continue to work for an institution that values and celebrates its team members and promotes professional advancement. I feel that my role on the NYU Langone team makes a difference because of my contribution to its educational mission through my work with the fellows and faculty in their educational and professional pursuits.”