Administrative Assistant
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- 1135134_RR00097779
- Support Staff, NYU Grossman School of Medicine, Ronald Perelman-Emerg Med (S564)
- Full-Time/Regular
- NYU Grossman School of Medicine (SOM)
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- Monday to 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.
In this role, the successful candidate is responsible for providing a wide variety of administrative support (coordinates and maintains calendars, creates and maintains various reports and databases, prepares and processes travel and expense reports, arranges weekly conference calls, answers office phones, sorts mail, fax, process invoices, filing, etc.) and other related administrative duties for the Ronald O. Perelman Department of Emergency Medicine. Reviews administrative operating practices and makes recommendation to develop new or to revise existing methods. Exercises independent judgment in the resolution of administrative concerns and issues. Provides back-up coverage for clinical operations.
team. Works under general direction.
Job Responsibilities
Job Responsibilities:
1. Demonstrates knowledge of the organizations Service Standards and incorporates them into the performance of duties.
2. Scheduling/Coordinating manages calendar, makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Setup and coordinate meetings and conferences, cancel meetings based on knowledge of the subject and attendees. Arrange and prepare materials for departmental meetings, including agendas, minutes, and presentations. Ensure timely distribution of meeting materials and follow up on action items. Recognizes and identifies information that can be disseminated and to whom. Organizes or assists with special events. Coordinate travel arrangements, accommodations, for departmental leadership or staff as required. Creates/assists with clinical schedules and templates using EPIC, ShiftAdmin, or other software including ongoing updates and changes.
3. Administrative Support: Provides administrative support for the department to ensure the completion of tasks, maintains and improve the workflow level and processes, and ensures that services are provided in an effective and efficient manner. Combines and evaluates information and data to make decisions about relative importance of information and choosing the best solution to solve problems. Resolves non-routine situations based on established policies and procedures and refers non-solved issues and questions to the appropriate party. Develops documents for presentation or meeting, maintains records of all documentation and file materials. Assists with recruitment, credentialing, onboarding, off boarding and mandate tracking for providers. Tracking of provider completion for various requirements such as OPPE, meeting attendance, stroke CME, and annual compliance training.
4. Reports: gathers data and information from various sources, prepares reports based on information compiled, determines report format and elements needed, reviews for format, content structure based on knowledge of department specifications, researches problems, issues and concerns. Assists with compiling PSI summaries, patient experience comments, and monthly senior executive summary data and updates. Responds to requests for information, and summarizes data based on information compiled from various sources. Makes preliminary recommendation based on subject matter knowledge.
5. Word Processing/Typing: Independently respond to and compose correspondence. Draft and edit correspondence, reports, and presentations as needed. Prepares and proofreads memos, presentations, and reports. Prepares correspondence and documents independently from rough drafts, corrected copies, voice recordings, dictation or previous versions, based on knowledge/research of relevant topic/professional field to correspondence and documents. May require subject matter knowledge. Ensures that company format policies are followed, and recommends revisions. Maintains and disseminates committee minutes; develops documents for meetings.
6. Payroll Submits payroll in a timely and accurate manner for APP group and others as needed. Keeps track of leave time, such as vacation, personal, and sick leave, for APPs. Complete time sheets showing employees’ arrival and departure times
7. Clerical Support – Performs general clerical duties (photocopy, fax, mails, and files, etc.) as needed. Monitor inventory levels (including clinical and education equipment), purchase office supplies and organize as needed. Coordinate with Bellevue Facilities to arrange for maintenance and repair work as needed. Facilitates room scheduling and management. Support various special projects, initiatives, and process improvement efforts within the Emergency Medicine department. Serves as back up for other colleagues within clinical operations.
8. Reception/Public Contact: Act as a primary point of contact for internal and external inquiries, demonstrating professionalism and discretion in all interactions. Communicates directly with physician colleagues, interdisciplinary clinical partners and vendors on behalf of EM leadership. Processes all outgoing communication in the form of emails, letters, voice messages or other forms of
communication. Meets and greets stakeholders, answers phones, provides information and processes messages for the clinical operations leadership team and department.
9. Filing/Mail Distribution: Maintains filing and distribution system for mail and other documents. Files and retrieves documents, records as needed.
10. Performs and participates in other job related duties as required.
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. 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:
1. Bachelors degree in a related field.
2. Two years of administrative experience.
3. Previous healthcare 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 – $85,407.34 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.”