Administrative Assistant

NYU Langone Health • New York, NY

13d • $53,294 - $65,000 • Onsite

About The Position

The Department of Psychiatry at NYU Grossman School of Medicine is seeking a full-time Administrative Assistant. This role will provide comprehensive administrative support to the Vice Chair for Research and offer backup support to the Chair. Key duties include managing calendars, scheduling meetings and events, coordinating travel and reimbursements, preparing correspondence, managing office supplies and equipment, and assisting with departmental event planning. The position also involves managing specific room calendars (exam, phlebotomy, patient interview), liaising with building management, and maintaining conference room A/V equipment. The Administrative Assistant will also provide backup support for the Executive Assistant to the Chair.

Requirements

• Associate's degree in a related field.
• Minimum of 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.

Nice To Haves

• Five years of responsible administrative experience.

Responsibilities

• Provide administrative support to the Vice Chair and Chair (as needed) including but not limited to answering phones, scheduling and maintaining appointment calendars, job-talks, research rounds, organizing events and maintaining office supplies and equipment.
• Schedule research recruitment visits including travel accommodations and itineraries, as well as reimbursement of related expenses.
• Coordinate job talks for research recruits including distribution of announcements, booking of conference rooms and managing audio visual.
• Coordinate weekly research rounds and monthly research business meetings in conjunction with Vice Chair for Research.
• Initiate and coordinate resolution of problems with appropriate parties and departments, settles phone inquiries.
• Prepare correspondence and announcements as needed.
• Manage patient appointments in Epic as needed.
• Plan and organize Department events including annual Holiday Parties, APA Reception and special events as needed.
• Sort and distribute mail, schedule conference rooms.
• Maintain pantry/copy room, ensure office supplies and copy paper are adequately stocked, call for repairs of copier as needed.
• Manage the exam, phlebotomy and patient interview room calendars including signing in/out room key, ensure adherence to waste disposal procedures, order supplies, manage bills and the calibration of equipment as needed.
• Liaise with Building Coordinator for repairs/maintenance as needed.
• Maintain conference rooms including audio visual equipment.
• Request office keys as needed.
• Provide back up support for Executive Assistant to the Chair.
• Perform all other duties as assigned.

Benefits

• Financial security benefits
• Generous time-off program
• Employee resources groups for peer support
• Holistic employee wellness program (physical, mental, nutritional, sleep, social, financial, and preventive care)

What This Job Offers

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