Administrative Assistant

NYU Langone Health • New York, NY

3d • $53,294 - $68,900

About The Position

NYU Grossman School of Medicine is seeking an Administrative Assistant to provide comprehensive administrative and programmatic support to the Division Director, Division Administrator, and division at large. Under general supervision, the role performs a broad range of administrative, operational, and support functions to help ensure efficient day-to-day divisional management. The position calls for strong organizational and communication skills, sound judgment, and attention to detail. The Administrative Assistant may guide support staff as needed and provide cross-coverage for other staff in the Department of Pediatrics.

Requirements

• Associate's degree in a related field.
• At least three years of related experience in an administrative support role, or an equivalent combination of education and experience.
• Proficiency with Microsoft Word, Excel, and Access.
• Ability to develop moderately sophisticated spreadsheets, set up routine computer procedures, and resolve simple software or hardware problems.
• Ability to use email, electronic calendars, and other basic office support software.
• Effective oral and written communication, interpersonal, and customer service skills.
• Ability to proofread documents and write clear, concise first drafts.
• Typing speed of at least 50 net words per minute.
• Ability to multitask while maintaining attention to detail.
• Ability to exercise administrative judgment and take responsibility for decisions, consequences, and results.
• Ability to communicate effectively with all levels of the organization.

Nice To Haves

• Three years of responsible administrative experience.

Responsibilities

• Provide comprehensive administrative support to the division and/or department to maintain and improve workflow, operational efficiency, and effectiveness.
• Draft, respond to, type, edit, and proofread correspondence, memoranda, reports, and other documents accurately and professionally.
• Gather and compile information from varied sources, summarize findings, prepare routine and ad hoc reports, and respond to information requests as appropriate.
• Manage calendars and coordinate complex schedules involving multiple people, meetings, and conferences with minimal supervision; organize and support meetings and conferences, adjust or cancel arrangements based on priorities, and assist with special events and travel arrangements as needed.
• Develop, maintain, and improve filing systems and internal mail distribution processes; keep divisional contact lists, distribution lists, and administrative records accurate and current.
• Provide backup reception support and serve as a key internal and external point of contact; respond professionally to inquiries, resolve non-routine matters within established policies, and escalate complex questions or concerns.
• Perform general clerical duties such as copying, scanning, faxing, mailing, and filing; order supplies, monitor inventory, and organize department workspaces and supply areas as needed.
• Prepare reimbursement requests, purchase orders, and other routine administrative or financial documents in accordance with institutional policies.
• Assist with divisional events, educational activities, and faculty meetings, including room reservations, catering, materials, and attendee communications.
• Assist with onboarding and offboarding faculty, staff, trainees, and other division personnel, including preparing materials, coordinating access, and tracking required documentation.
• Provide guidance to support staff as needed and cross-cover other staff within the Department of Pediatrics.
• Perform other related duties as assigned.

Benefits

• Comprehensive benefits and wellness package.
• Financial security benefits.
• Generous time-off program.
• Employee resource groups for peer support.
• Employee wellness program covering physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree