Executive Assistant to Chair – Department of Neurosurgery

Job Responsibilities:

• Responsible for providing complex daily administrative support (coordinates and directs office services, preparing reports, preparing budget, maintaining schedule of calendar, interpreting administrative and operating policies and procedures for employees. Analyzes administrative operating practices, makes judgment about or assessing the value, importance, and quality of customer services and administrative procedures to create new or to revise existing methods, provides consultation and advice to management, coordinates hiring process and Human Resources related paperwork as needed, etc.), and other related duties to the Chair. Interprets and may diplomatically advises on office related policies and procedures. Communicates with high level internal and external executives by phone or in person. Works under general supervision of the Department Administrator, with principal responsibilities including: complex administrative support of the Chairmans office, decisions making and problems solving, communication/public contact, preparation of reports, and scheduling/coordinating of meetings and conferences and other projects as assigned.
• Performs other duties as assigned.
• Monitor and maintain office and equipment supplies inventory
• Serves as liaison with various outside departments that assist in the management of office space including Real Estate, Building Services and the Housing Department. Maintain a safe and secure working environment.
• Designs, implements and manages filing systems; ensures they are current and utilizes the latest technologies available. Establishes departmental procedures for record keeping, ensuring security and confidentiality of data.
• Maintains quarterly updates on Office Operations and Procedures Manual and Managers Guide for Development. Oversees maintenance for all office manuals and guidelines on the Departments Sharepoint site.
• Collect staff suggestions for operational/organizational improvement; set-up meetings with DA, Practice Manager, and NP Manager to discuss routine problems, recommend suggestions, ideas, and solutions; organize feedback to departmental staff members
• Develops and implements office policies and procedures; implements procedural and policy changes to improve operational efficiency.
• Provides weekly update to Department Administrator on all relevant issues.
• Assist in managing employee files and records, working with Managers throughout the Department to keep them current
• Manage the Departmental need for non-exempt support staff and manage internal staff relations. Oversee functions of the office including reception, office supply, petty cash, maintenance issues, mail/messenger services, and management of common areas
• New Hire Training and Orientation: Oversees the orientation process for new hires, ensuring that they are well trained about office policies, procedures and equipment. Works with the hiring manager to manage the onboarding process including assisting the Manager in understanding their responsibilities in the new hire process. Coordinates new hire training sessions as needed and provide direct training when necessary. Conducts surveys after each placement to identify opportunities for improvement
• Recruitment and Training: Serves as primary liaison between hiring managers and the Human Resources Department; overseeing the selection and recruitment procedures for new candidates. Completes all relevant paperwork to post vacancies and works with HR on recruitment strategy.

Additional Position Specific Responsibilities:
Responsible for providing complex daily administrative support (coordinates and directs office services, preparing reports, preparing budget, maintaining schedule of calendar, interpreting administrative and operating policies and procedures for employees. Analyzes administrative operating practices, makes judgment about or assessing the value, importance, and quality of customer services and administrative procedures to create new or to revise existing methods, provides consultation and advice to management, coordinates hiring process and Human Resources related paperwork as needed, etc.), and other related duties to the Chair. Interprets and may diplomatically advises on office related policies and procedures. Communicates with high level internal and external executives by phone or in person. Works under general supervision of the Department Administrator, with principal responsibilities including: complex administrative support of the Chairmans office, decisions making and problems solving, communication/public contact, preparation of reports, and scheduling/coordinating of meetings and conferences and other projects as assigned.
Coordinate details of events such as conferences, holiday parties, faculty dinners/retreats, charity events, business meetings, employee appreciation events and departmental staff meetings
Negotiate with vendors, calculate budgets and ensure they are adhered to
Process payments in a timely manner
Negotiate and secure event space
Visit venues to plan layout of seating and events set-up
Sample food and select dishes for menus.
Schedule speakers, vendors, and participants.
Coordinate and monitor event timelines and ensure deadlines are met.
Initiates, coordinates and/or participates in all efforts to publicize events
Edit and design promotional materials and communication
Prepare presentations
Work with printer and designer to develop event invitations
Create invitee list
Send out invitations and manage RSVP list
Manage correspondence
Coordinate event logistics, including registration and attendee tracking, presentation and materials support and pre- and post-event evaluations
Keep inventory of backdrops, projectors, computers, and other display materials
Keep a database of departmental events and budgets
Collect and process orders for office and clinical supplies for Clinical Adult Neurosurgery, as well as the Chairmans office
Prepare Purchase Orders, secure approvals and follow-up on execution in a timely manner
Track deliveries; process and reconcile vendor invoices, verify and record expenses
Allocate expenses to appropriate cost centers and accounts, generate and evaluate expense reports
Work closely with the P-Card holder and Residency coordinator to ensure appropriate execution of educational activities and events
Maintain accounts payable spreadsheets and files
Act as the onsite departmental liaison to Purchasing Office, Accounts Payables Office, and other branches of NYU Langone Medical Center, staff, and administration