Administrative Coordinator

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 providing daily secretarial and administrative support and other related duties to support the division’s activities. Provides general operational and administrative support for the division, including appropriate functions for efficient, professional office operation.

Job Responsibilities:

• Develop and submit JV reports for the cleaning and moving programs to general accounting.
• Initiates requisitions, change orders, and invoices in FTS for the cleaning, moving, and transportation programs.
• Tabulates and submits AP invoice transmittals.
• Provides backup coverage for the facilities scheduling office.
• Manages and maintains the Pest Control house call log.
• Maintains the Regulated Medical Waste tracking records.
• Coordinates and schedules the annual physicals for the Buildings and Grounds and Waste handling staff.
• Coordinates and communicates waste container pickups and switches with solid waste and regulated medical waste contractors.
• Provides specified regular administrative assistance to the individual programs or divisions as directed. 
• Coordinates administrative activities for the division to ensure that all assigned tasks, stated responsibilities, and overall service are performed and provided in an effective, efficient, and timely manner. 
• Performs liaison functions to support smooth operations in the division.
• Establishes and maintains a complex filing system for the confidential storage and retrieval of internal/external correspondence, records, reports, and documents. 
• Maintains records of all documentation and file materials. 
• Manages data entry and even sets up databases and other relevant data. 
• Develops records, transcribes notes, and distributes minutes and agenda items for division/division meetings.
• Processes all correspondence from the division manager as well as opening and prioritizing all incoming
• Information, complete forms in accordance with company procedures. Completes requisitions, monitors office
• Equipment, including fax and copy machine, order office, and specialized supplies. May Supervise and train staff.
• Word Processing/Typing monitors and prepares materials independently, such as correspondence and documents from rough drafts, corrected copies, voice recordings, dictation, or previous versions, based on knowledge/research of relevant topic/professional field to correspondence and documents. 
• Checks for accuracy/completeness, ensures company format policies are followed, and recommends revisions.
• Supervises the work of staff and reviews work done by others as needed.
• Compiles data, prepare reports, prepare and respond to correspondence. 
• Assists In monitoring divisional expenditures, Including reconciling accounts payable; prepares and tracks all supplies orders; and maintains all supplies Inventory and office equipment. 
• Prepares reports and makes recommendations based on subject matter knowledge. 
• Respond to requests for information, summarize, and data based on Information compiled from various sources.
• Communication/Public Contact Processes all outgoing communication in emails, letters, voice messages, or other forms of communication. 
• Answers phones, provides Information, and processes messages for the division manager/director. 
• Meets, greets, and provides information or assistance as needed to visitors. May supervise the reception area. 
• Resolves non-routine situations based on established policies and procedures and refers non-solved Issues and questions to the appropriate party.
• Assists in the planning and execution of divisional meetings, events, and special projects.
• Solves unusual problems and revises procedures for complex or specialized functions. 
• Coordinates and attend meetings and other events on behalf of the division director as needed. 
• Prioritize workload so that assignments are completed as needed. 
• Organizes and maintains divisional materials and files, Including budget documents, correspondence, expense reports, Invoices, etc.
• Manages calendar, makes complex scheduling arrangements, assists with special events planning, coordinates large and complex meetings, conferences, and programs under minimum direction, and notifies persons to be present. 
• Cancel meetings based on knowledge of the subject and attendees: schedule appointments, meetings, and personal appearances by the division director. 
• Organize logistic travel arrangements and itineraries as needed.
• Provides assistance and ongoing guidance to clerical staff and/or on-the-job training as needed.
• Performs HR functions such as coordinating the hiring process and paperwork. Resolves routine and unusual HR issues and concerns.
• Performs other duties as assigned.

Minimum Qualifications:

• Bachelor’s Degree required
• 2 years of relevant experience or the equivalent combination of education and experience
• 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

Preferred Qualifications:

• Knowledge of PowerPoint PeopleSoft excel or other Requisition Tracking System

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 – $72,080.00 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