Administrative Coordinator

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 a Administrative Coordinator.

In this role, the successful candidate will be responsible for coordinating/managing administrative activities for staff and ensures efficient administrative operations

Job Responsibilities:

• Demonstrates knowledge of the organization Core Values and incorporates them into the performance of duties
• Performs other duties as assigned
• Assists with Time Management tasks MyTime/Kronos and postdoc timesheets sends out standard communication to the Division and participates in Facilities Management related tasks AwareManager requests
• Gathers enters and/or updates data to maintain departmental records and databases as appropriate; establishes and maintains files and records
• Coordinates and oversees the day to day management of supplies equipment and facilities for the office as appropriate to include maintenance inventory management logistics security and related activities
• Assists in preparation of talks and slides for the Division Director as well as organizing and tracking presentations
• Manages expenses related to Divisional accounts and follows Finance and Accounts Payable A/P process and rules for reimbursements P Card reconciliations and other related financial matters
• Prepares a variety of communications reports charts written documents etc detailing the findings which may be highly sensitive and confidential in nature Reviews these with the Division Administrator
• Maintains monthly newsletter events postings on the website takes minutes during Faculty meetings and sends ad hoc communications to staff
• Maintains schedules/calendars screens and handles telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate Organizes and facilitates meetings conferences and other special events including Employee Engagement activities as required including identifying needed resources and arranging for required support i e Technical A/V etc for meetings and events nbsp;
• Supports the Division 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 x
• Develops procedures and systems in day to day activity of the Division to ensure productive and efficient administrative support; Acts as a liaison between Division and collaborators
• Assists the Division Director with research related activities such as: letter writing literature review the administrative portion of paper submissions to journals EndNote use drafting grant background sections CV and Biosketch maintenance

Minimum Qualifications:
To qualify you must have a Bachelor’s Degree required with 2 years of relevant experience or the equivalent combination of education and experience The successful candidate must also possess excellent interpersonal verbal and written communication and organizational skills Knowledge of standard office software is essential including proficiency with word processing spreadsheet and database software e g Microsoft Office preferred Ability to multi task and/or coordinate multiple assignments is required Ability to interpret and implement policies and procedures and effectively communicate detailed information to a diverse population both verbally and in writing; excellent problem solving skills is required

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 – $78,000.00 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