Administrative Assistant

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 childrens 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 , a nd 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 Assistant.

In this role, the successful candidate is responsible for providing administrative support to a group of professionals, performs administrative duties that may require considerable experience, skill and knowledge of organization policies and practices, works under general direction, provides entry-level administrative support services to an assigned group of leaders and/or department(s) and completes assigned tasks and performs work with the direct supervision of a department leader at the manager, director level.

This position is assigned to provide direct administrative support for a group of leaders and/or department(s). Indirect support may be provided for others based on departmental business need.

Job Responsibilities:

• Completes standard administrative processes such as mail processing, filing, faxing, scanning, copying, collating and organizing.
• Performs basic calendaring function by sending meeting invitations on behalf of leader(s) upon request may accept meeting invitations according to prescribed instruction.
• Creates and edits basic documents, spreadsheets, presentations and department organizational charts.
• Coordinates basic travel arrangements for leaders supported utilizing standard processes and resources.
• Runs and distributes standard reports.
• Follows procedures and maintains procedural documentation.
• Prepares for and supports in-person meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations, technology and other resources as requested and directed.
• Assists others in the planning, coordination and support of large meetings and conferences.
• Records and distributes basic meeting minutes as requested.
• Distributes internal and external communications on behalf of leader as requested.
• Provides basic proofreading services of leader communications before distribution.
• Submits and codes invoices and expense reports assists with routing to the appropriate queues for leader approval.
• Collects and compiles data in preparation for budget process.
• Processes and files department contracts and agreements.
• May assist with editing timekeeping records.
• Cross trains to learn unique responsibilities of peers within the department/group.
• Gains specific knowledge about their particular department/group to build business acumen.
• Provides back-up administrative coverage for peers ensuring all internal and external customers are served (back-up coverage may be requested for another department or group as well requested by manager and based on business need ASG members function as a team for the organization as a whole may include answering another leader’s phone or responding to inquiries to ensure seamless customer service).
• Secures back-up administrative coverage for their own absences.
• May be assigned basic administrative tasks related to projects.

Minimum Qualifications:

• Associates degree in a related field.
• 3 (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.

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 youll 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 Healths 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 $51,243.96 – $65,720.00 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.