Administrative Assistant - In House Temporary Program (Full Time Coverage, As Needed)

NYU Langone Health • New York, NY

1d • Onsite

About The Position

NYU Grossman School of Medicine is seeking an Administrative Assistant for its In House Temporary Program. This is a full-time, as-needed position. The successful candidate will be responsible for providing a wide variety of administrative support, including coordinating and maintaining calendars, creating and maintaining reports and databases, preparing travel and expense reports, arranging conference calls, answering office phones, sorting mail, faxing, processing invoices, and filing. The role also involves exercising independent judgment in resolving administrative concerns and providing back-up coverage for Executive Assistants and Project Assistants.

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 assume 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

• Performs other duties as assigned.
• Provides administrative support for an organizational unit or a department to maintain and improve the work flow level and efficiency.
• Independently responds to and composes correspondence. Types and proofreads memos and reports.
• Gathers data and information from various sources, prepares reports based on information compiled, responds to requests for information; summarizes database on information compiled from various sources.
• Manages calendar, makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Sets up and coordinates meetings and conferences (including teleconferencing and video conferencing), cancels meetings based on knowledge of the subject and attendees. 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.
• Develops filing systems, internal mailing processes and procedures.
• Provides back up support for reception as needed. Meets and greets clients, resolves non-routine situations based on established policies and procedures and refers non-solved issues and questions to the appropriate party.
• Performs general clerical duties (photocopy, fax, mails, and files, etc.) as needed. May order office supplies and organize department supply room.

Benefits

• Financial security benefits
• Generous time-off program
• Employee resources groups for peer support
• Holistic employee wellness program focusing on 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