Administrative Assistant

NYU Langone Health • New York, NY

8d • $53,294 - $91,933

About The Position

NYU Grossman School of Medicine is a top-ranked medical school with a 175-year history of training physicians and scientists. As an integral part of NYU Langone Health, the school is dedicated to advancing medical education, scientific research, and patient care. NYU Langone Health values equity and inclusion, fostering an environment where diverse faculty, staff, and students can thrive. The institution encourages the application of individual skills, ideas, and knowledge. For more information, visit med.nyu.edu and connect on social media platforms like LinkedIn, Glassdoor, Indeed, Facebook, X, and Instagram.

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

• Intermediate knowledge of computer-based scheduling and appointment programs, including Epic, is strongly preferred.
• Ability to work both independently and as part of a dynamic team, with strong time-management and follow-up skills is preferred.
• Five years of responsible administrative experience.

Responsibilities

• Coordinate hospital credentialing and insurance enrollment for all new physicians and Advanced Practice Professionals at NYU hospitals and affiliates, and FGP practices.
• Coordinate the onboarding process for all new recruits, gather all required documentation, and serve as the primary point of contact for administrative support.
• Review faculty annual meeting summaries and prepare physician contracts as directed.
• Prepare letters and memos, review reports, and follow up with relevant stakeholders to ensure timely completion.
• Support Leadership in problem-solving and project planning/coordination to ensure efficient services. Assist in the development and execution of goals and objectives and serve as a primary point of contact for all administrative issues.
• Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
• Maintain office efficiency by planning and implementing office space, layouts, and equipment needs.
• Research and analyze data related to administrative functions: supply/inventory management, payroll, scheduling, budget, clinical/regulatory compliance, etc. Prepare a variety of communications, reports, charts, written documents, etc detailing the findings which may be highly sensitive and confidential in nature.
• Maintain professional and technical knowledge by attending educational workshops.
• Coordinate the day-to-day activities of all offices including but not limited to supply/inventory/equipment management, payroll, scheduling, and clinical/regulatory compliance, and refund/correspondence processing. Develop policies, procedures and systems which ensure productive and efficient administrative operations.
• Maintain the monthly newsletter and send ad-hoc communications to staff.
• Coordinate and oversee the day-to-day management of office supplies, equipment, and facilities, including maintenance, inventory management, logistics, security, and related activities.
• Maintain schedules/calendars, screen and handle telephone communications; evaluate incoming and outgoing correspondence and prepare responses as appropriate. Organize and facilitate meetings, conferences, and other special events including Employee Engagement activities, as required, including identifying needed resources and arranging for required support (i.e., Technical, A/V, etc) for meetings and events.
• Gather, enter, and/or update data to maintain departmental records and databases, as appropriate; establish and maintain files and records for the office.
• Demonstrate knowledge of the organization's Core Values and incorporate them into the performance of duties.
• Provide administrative support for an organizational unit or a department to maintain and improve the workflow level and efficiency.
• Independently respond to and compose correspondence. Type and proofread memos and reports.
• Gather data and information from various sources, prepare reports based on information compiled, respond to requests for information; summarize database on information compiled from various sources.
• Manage calendar, make complex scheduling arrangements involving multiple parties and conferences under minimum direction. Set up and coordinate meetings and conferences (including teleconferencing and video conferencing), cancel meetings based on knowledge of the subject and attendees. Recognize and identify information that can be disseminated and to whom, assist with special events planning. May organize travel logistic arrangements and itineraries as needed.
• Develop filing systems, internal mailing processes, and procedures.
• Provide back up support for reception as needed. Meet and greet clients, resolve non-routine situations based on established policies and procedures and refer non-solved issues and questions to the appropriate party.
• Perform general clerical duties (photocopy, fax, mails, and files, etc.) as needed. May order office supplies and organize department supply room.
• Perform 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: Entry Level
• Education Level: Associate degree