Admin Coordinator

NYU Langone Hospital – Brooklyn is a full-service teaching hospital and Level I trauma center located in Sunset Park, Brooklyn. The hospital is central to a comprehensive network of affiliated ambulatory and outpatient practices, and serves as NYU Langone Health’s anchor for healthcare access, growth, and delivery in the entire borough. 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. Learn more about NYU Langone Hospital – Brooklyn, 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 Admin Coordinator.

Responsible for providing complex daily administrative support to the VP of Nursing. Coordinates office services, prepares reports, maintains schedule of calendar, assist in preparing the departmental budget, interprets administrative and operating policies and procedures for employees. Reviews administrative operating practices, makes recommendation to develop new or to revise existing methods. Supervises the clerical support staff of the department. Coordinates and oversees various events for the nursing department.

Job Responsibilities:

• Provides Complex Administrative Support – Supervises and coordinates administrative and personal support for the VP of Nursing and department to ensure the completion of tasks, maintains and improves the department workflow and processes, and ensures that services are provided in an effective and efficient manner. Compiles, calculates, audits, verifies, or processes information or data. Plans conferences, maintains schedule of calendar, reads and answers correspondence, interprets administrative and operating policies and procedures for employees, develops documents for presentations or meetings, maintains records of all documentation, file materials and manages data entry.
• Maintains the space of the department and the needed supply levels and equipment operation.
• Performs Human Resources related functions. Resolves routine and non-routine Human Resources related issues and concerns.
• Filing/Mail Distribution – Files and retrieves documents, records as needed. Maintains correspondence and filing system for the VP and the department. 
• Scheduling/Coordinating – Manages the VPs complex calendar (meetings, calls, presentations and interviews), supervises, coordinates and setup large and complex meetings and conferences. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Cancels meetings based on knowledge of the subject and attendees. Schedules appointments, meetings and personal appearances and speeches. Recognizes and identifies information that can be disseminated and to whom, assists with special events planning. May organize travel logistic arrangements and itineraries as needed.
• Office Management Improves workflow (analyzes operating practices and procedures to create new and/or to revise existing methods, simplifies reporting procedures, improves customer services or implements cost reductions) and solves unusual problems. Supervises and assigns clerical staff. Coordinates the VP & Sr. Directors meetings and may attend meetings and other events on behalf of the department.
• Reports Prepares reports, researches, compiles, analyzes information, prepares reports, and makes preliminary recommendation based on subject matter knowledge. Responds to requests for information, summarizes and data based on information compiled from various sources.
• Word Processing/Typing –  Reviews work completed by others, checks correct spelling, grammar, format, etc. Prepares and proofreads memos 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.
• Performs other duties as assigned.
• Communication/Public Contact Communicates directly with trustees, senior executives, as well as vendors on the behalf of the VP of Nursing. Ensures communication is professional, and helpful representing Nursing Leadership in a positive manner. Sets expectations for the clerical staff in the department. Supervises and provides training to clerical staff. Processes all outgoing communication in the form of emails, letters, voice messages or other forms of communication. Provides information, consultation and expert advice to the staff on technical, systems-related, or process related topics. Meets and greets clients, answers phones, provides information and processes messages for the director. Communicates with persons outside the organization.
• Decisions Making and Problems Solving 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.

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 Hospital – Brooklyn 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 Hospital-Brooklyn 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 Hospital- Brooklyn’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 – $84,815.24 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