Administrative Assistant – Manhattan, Child + Adolescent Psychiatry

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 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 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 Assistant – Manhattan, Child + Adolescent Psychiatry.

The Administrative Assistant provides high-level operational and administrative support to the Vice Chair, NYU Langone Clinical Services, the Vice Chair, Research, and the Vice Chair, Education in the Department of Child and Adolescent Psychiatry at NYU Langone Health (NYULH). The Administrative Assistant is responsible for the management and coordination of the day-to-day operations of the Vice Chairs (excluding patient care scheduling, research lab operations, teaching support and any personal matters). 

This position reports to the Department Administrator and works in close collaboration with the Chairs Office and with the senior administrative directors. 
The incumbent must demonstrate effective interpersonal skills and be able to communicate effectively across all levels. The candidate must be professional and have exceptional comprehension of complexities as they relate to the outfacing presentation of the departments leadership team and NYULH.

Job Responsibilities:

Key responsibilities include, but are not limited to:

• Supporting the schedules of the Vice Chairs, including calendar management, meeting scheduling and the proactive coordination and prioritization of meetings. This role does not support patient care scheduling, research lab operations, or personal matters.
• Supporting the planning of mission-wide or leadership cross-mission (e.g., Clin-Ed) meetings or celebration events, including booking and preparing meeting/event spaces, preparing agendas and materials, coordinating catering, and drafting and circulating minutes.
• Supporting material preparation (e.g., agendas, minutes, presentations, CV revisions, drafting letters of recommendation) in line with the Vice Chair role.
• Supporting travel arrangements for conferences or engagements where the Vice Chairs are attending in their capacity as departmental leaders.
• Coordinating Vice Chair organizational membership and license renewals.
• Tracking expenses and submitting for reimbursement for the Vice Chairs, in line with the NYULH expense policy and departmental priorities.
• Coordinating effectively with the Chairs Office, Department Administrator, finance, HR, and senior administration, and NYULH offices as requested.
• Assisting in coordinating candidate interviews for open faculty positions for which Vice Chairs are recruiting, including developing and maintain a tracker of resumes/interested candidates.
• Developing standardized systems for efficient tracking and communication of activities and tasks.
• Maintaining records and preparing reports required by the department.
• Performing other duties and special projects as assigned.

Minimum Qualifications:
To qualify you must have a 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:
Minimum of 23 years of administrative support experience, preferably in an academic medical center, healthcare environment, or research/education setting.
Bachelors degree and experience supporting senior leadership is strongly preferred.

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. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it’s developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

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 – $88,396.61 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