Administrative Secretary-Nursing Professional Practice-Day Shift (35 Hours)

NYU Langone Health•New York, NY

12d•$50,205 - $79,845•Onsite

About The Position

We have an exciting opportunity to join our team as a Administrative Secretary-Nursing Professional Practice-Day Shift (35 Hours). In this role, the successful candidate Performs work primarily in an administrative capacity within the scope of secretarial duties of major administrative function.

Requirements

College degree or equivalent combination of academic and experience background, including business school courses.
Five years of responsible secretarial experience required.
Proficient in typing (50 WPM) and Microsoft applications (Excel, Word, PowerPoint, Outlook).
Knowledge of medical terminology.
Qualified candidates must be able to effectively communicate with all levels of the organization.

Nice To Haves

None

Responsibilities

Performs other duties as assigned.
Maintains contact with staff in the department and other NYUMC departments under minimal supervision. Plans and coordinates interrelated activities effectively and efficiently according to schedule. Makes requests to other areas, allowing them sufficient time to reply; he/she, in turn, responds quickly in order to ensure efficient coordination of activities. Conveys the correct information to involved parties. Schedules appointments and conferences, confirms attendance, and facilitates program operation. Attends meetings and participates on committees, as required; prepared minutes as required.
Assists in the preparation of the departmental or program budget. Compiles and assembles basic information needed for the budget based on past practice or supervisors instructions. Calculates the figures correctly. Verifies and records revenues and expenses accurately. Resolves discrepancies and maintains records according to departmental procedure. Makes recommendations for the enhancement of financial recordkeeping systems.
Oversees and/or takes and transcribes complex dictation on a typewriter or word processor. Types materials neatly and accurately; utilizes the Dictaphone proficiently when required. Types and transcribes materials promptly. Proofreads, edits, properly organizes, and formats the typewritten materials. Uses the word processor efficiently; contacts the service/maintenance company for needed repairs and makes suggestions to the supervisor for software/hardware enhancements.
Composes, prepares, and edits correspondence. Prepares responses which are clear, grammatically correct, and meet content requirements. Completes responses and send them out promptly. Properly formats responses. Routes complex correspondence to the supervisor and attaches related records or information to the correspondence.
Collects, updates, and summarizes data and statistics for the department. Submits data to the supervisor which is neat and well-written. Requested and related information is accurate and complete. Utilizes appropriate sources to complete the assignment. Obtains appropriate data sufficient to satisfy the project requirements.
Assigns, directs, and coordinates the work of subordinate secretarial/clerical staff. Utilizes personnel efficiently by delegating assignments based on the employees skill and ability in order to meet deadline and establish adequate personnel coverage. Monitors assignments to ensure neatness, accuracy, and completion. Ensures that tasks are completed in accordance with established practices.
Assists in the selection andevaluation of clerical staffand provides them withtraining and ongoingguidance. Makesrecommendations andprovides feedback forevaluations which are fair,accurate, and objectivebased onqualifications/performance.Ensures that thesupervisor is kept aware ofthe performance of eachemployee on an ongoingbasis. Trains employeeseffectively in theprocedures of thedepartment and pertinentMedical Center policies.Offers continuing guidanceand assistance toemployees on workactivities, procedures, andperformance-related issuesas appropriate. Keepssupervisor apprised ofsituations which mayrequire disciplinary action.
Orders and maintains an inventory of supplies for the department or oversees the function. Ensures there is an adequate level of supplies available on an ongoing basis while adhering to budgetary restrictions. Orders supplies on regularly specified basis and processes any exceptions upon request. Order the correct type of supply based on supervisors instructions and/or past practice; initiates follow-up with the Vendor/General Stores, Purchasing, Receiving, Accounts Payable or Printing as needed. Understands the use and purpose of departmental supplies in order to suggest alternative supplies and sources or answer related questions concerning the supplies. Arranges for the repair/removal of malfunctioning equipment according to the supervisors instructions.
Greets, directs, and responds to the needs and requests of the staff, patients, and general public. Answers telephones and inquiries promptly, professionally, and courteously; identifies the department when answering the phone. Directs telephone calls and visitors appropriately based on content of inquiry. Obtains information, answers questions, and resolves routinely moderate problems in accordance with departmental, and/or Medical Center policies and procedures. Takes messages accurately, dates them (with day/time), and conveys them on a timely basis.
Sets up and maintains files and complex records of departmental and program activities. Maintains records in an organized and up-to-date manner; establishes filing system which allows for prompt retrieval of all information. Completes filing accurately and promptly. Maintains information for the department in accordance with departmental, Medical Center, Federal, State, and City Agency regulations. Periodically reviews files to check whether renewals are due, copies are clear, or whether additional information is necessary; initiates corrective follow-up. Reviews and purges files as appropriate.