NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity, diversity, and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to med.nyu.edu , and interact with us on LinkedIn , Glassdoor , Indeed , __Facebook , Twitter and Instagram .

Position Summary:
We have an exciting opportunity to join our team as a Administrative Assistant.

In this role, the successful candidate Under the general direction of the Accounts Payable Supervisor and Finance Manager, the Sr. FPO Assistant/Data Entry person is responsible for verifying invoices for accuracy; performing a three-way-match, and ensuring payments are made in a timely fashion. Collaborates with vendors to rectify invoice discrepancies, all other related AP issues, and submits payment requests accordingly. Confirms that submitted documents for reimbursement are correct, ensures T&E requests are within set budget limitations and submits for payment. Provides training to staff requiring assistance with T&E processing by using the Webex tool. Enters data into various databases TROCs, Vendor Invoices, Check Requests, Amount Only POs, and travel/expense reimbursements. Adjusts Amount Only POs as needed, prepares new PO requests and distributes to stakeholders. Gathers and sorts 1099 tax documents. Assists in all other administrative duties such as scanning time sheet into Onbase, ordering supplies, hand delivers financial billing documentation to various locations within the Medical Center.

Job Responsibilities:

* Invoice processing verifies that the information on the invoice is accurate, forward invoices to managers for approval, stamps invoices with received data, submit to DDA for signature, and forward to AP for payment processing.
* Perform all other related duties as required.
* Maintain cooperative and professional relationships with departmental staff.
* Other departmental administrative duties include but not limited to, scan timesheets into Onbase, pick up, and drops off finance documents for processing, distribute mail, order office supplies, request and arrange equipment service calls accordingly.
* Follows up and resolves all other AP related matters including but not limited to PO requisition, PO amount increase, invoice dispute and payments.
* Purchase requisition processing prepares POs and distributes to stakeholders.
* Processes T&E reimbursements. Verify and confirm proper documentation is submitted and consults with physician delegators on any issues and rectifies. Using Webex, provide guideline to staff requiring assistance on how to submit T&E.
* Participate in training staff in E-Pro
* Helps out with outstanding A/P issues.
* Assist with the Petty cash audit.
* Retrieve from e-Pro all service invoices for Amount Only POs.
* Assist with the receiving of service invoices in E-pro. Verify that non-service invoices on E-Pro align with data shown on AP report.
* Data entry of TROCs, Tickets, and IOIs (interdepartmental order and invoice), invoices, Ck request, Travel, POs.
* Aggregate packing slips and department approvals for purchases made and perform three way match by verifying packing slip, invoice, and PO # and match packing slips to invoices.
* Review vendor statement to ensure payments are made in a timely fashion to avoid credit hold, and late fees.
* Dispute invoice discrepancies and work with vendors to ensure invoice reflects accurate information.

Minimum Qualifications:
To qualify you must have a 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. Computer Skills - 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.

Preferred Qualifications:
1. AAS or similar degree.
2. At least 2 years related experience doing data entry

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.

NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Grossman School of Medicine's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

NYU Langone Health provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $48,343.36 - $60,000.00 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here

Required Skills

Required Experience