Administrative Coordinator – Office of General Counsel

NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. It comprises more than 200 locations throughout the New York area, including five inpatient locations, a children’s hospital, three emergency rooms and a level 1 trauma center. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute designated comprehensive cancer center, and NYU Grossman School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. 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 nyulangone.org, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a Administrative Coordinator.

In this role, the successful candidate is responsible for planning organizing coordinating maintaining and directing all day to day office procedures to facilitate the seamless business operations for the Office of General Counsel furthering the mission values and goals of the organization Under the supervision of the Senior Manager of Business & Legal Operations the Administrative coordinator will handle a wide array of office and administrative duties to ensure organizational effectiveness and efficiency This position is the main point of contact for all office related matters and is someone who wears multiple hats In supporting the Office of General Counsel the Administrative coordinator will have access to highly confidential information which must be handled in accordance with departmental organizational and regulatory policies

Job Responsibilities:

• Lead timekeeper/attendance officer for the department, whose responsibilities include but are not limited to: bi-weekly approval and submission of all timecards within the department using the system MyTime; tracking, monitoring, and recording employee schedules (including hybrid schedules), PTO days, leave of absences, and sick days for both exempt and non-exempt employees; updating time-off shared Outlook calendar; and assisting staff with attendance issues in accordance with NYU Langone Healths attendance policies and procedures.
• Responsible for onboarding and offboarding employees (including attorneys, support staff, interns, and sponsored individuals), including but not limited to:  working within NYU Langone Health systems to initiate position recruitment; arranging for office space, computers, and related supplies for new employees; training new employees on Office of General Counsel and NYU Langone Health processes; and managing the offboarding process. 
• Arranges and manages the conference rooms reservations schedule and provides general support.
• Maintains, processes, and manages all invoices and check requests for department purchases, including without limitation, office supplies, catering, and subscriptions, and corresponds with applicable vendors on invoice payments, inaccuracies, and adjustments to ensure invoices are internally approved and paid in a timely manner.
• Opens, sorts, and distributes incoming mail; collects and forwards outgoing inter-office, postal, and overnight mail; manages the overnight mail account and the use of courier services; prepares packages for overnight, express and/or priority delivery; and tracks packages when requested.
• Manages the upkeep and maintenance of all office equipment (e.g., computers, printers, telephones, mobile devices, fax machines, printers, HIPAA compliant shredders), supplies, and furniture; arranges for necessary repairs or procurement and installation of all new equipment, furniture, and computers/mobile devices, as needed; maintains and monitors the inventory of supplies; troubleshoots simple computer and technical issues; and works in conjunction with IT/Desktop Support for more complex computer and technical issues.
• Manages, maintains, and distributes new and updated department memos, department distribution emails, and department lists, including but not limited to, departmental directory phone lists, office locations, holiday schedules, office resources, and procedural office guidelines.
• Project manages all plans related to in-house or off-site activities, which includes research and reservations with event spaces and payment approval/delivery.
• Ensures that health and safety policies are up to date and that they are observed by coordinating with RED+F and building management; ensures the maintenance of safety equipment such as: first-aid kits, fire extinguishers, and panic buttons; and disseminates information about disaster plans – which may include fire evacuations, and shelter-in-place procedures; attends annual Fire Safety and EAP training.
• Maintains the physical office environment and the common areas such as the pantry and supply room/closet and ensures the facilities are clean, orderly, and safe by working in conjunction with the Environmental Services Department, RED+F, building management, and the organizations security department, as necessary. 
• Support the networked drive(s) created as storage department files; and develops and utilizes established procedures for retention, retrieval, transfer, protection and disposal of files and records. 
• Addresses employees queries regarding diverse office management and policy issues.
• Updates, administers, and maintains current and existing policies for the Office of General Counsel residing in the system Ellucid.
• Represents the department to others by acting as the first point of contact for meeting and greeting clients both internal and external; acts as a liaison between the legal department and other departments within the organization; and manages the Office of General Counsels support line and responds to customer inquiries and complaints or directs them to the appropriate staff who handles such requests.
• Acts as back-up for the other administrative assistants and the Executive Assistant to the General Counsel. 
• Performs other duties as requested by the Senior Manager, Deputy General Counsel, or General Counsel when requested.

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 Langone Health 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 Langone Health 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 Langone Health’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 – $84,382.01 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