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. 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 Executive Assistant to Chair. In this role, the successful candidate is responsible for providing a wide variety of administrative support to the Chiar of the Microbiology Department (coordinates and maintains calendars, creates and maintains various reports and databases, prepares and processes travel and expense reports, arranges weekly conference calls, answers office phones, sorts mail, fax, process invoices, filing, ect.) and other related administrative duties. Exercises independent judgment in the resolution of administrative concerns and issues. May provide guidance to the work of support staff as needed

JOB RESPONSIBILITIES:

• Administrative Support - Provides administrative support for an organizational unit or a department to maintain and improve the workflow level and efficiency. Conducts research and provides basic reports of finding and makes preliminary recommendations.
• Departmental Website Redesign:Work in conjunction with MCIT, Digital, Web, and Security teams on departmental and lab website redesignsSchedule and facilitate meetings with relevant partiesAssist with strategy by liaising with various digital/MCIT teams, communicating faculty needs, and relaying appropriate information back to faculty Provide digital team with requested assets including various faculty contact lists, PI website preferences, key terms, and website copy Assist with the development of new sites utilizing Drupal and basic html coding skills
• Performs other duties as assigned.
• Clerical Support - Performs general clerical duties (photocopy, fax, mails, and files, ect.) as needed. May order office supplies and organize department supply room.
• Reception/Public Contact - 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.
• Filing/Mail Distribution - Develops filing systems, internal mailing processes and procedures.
• Scheduling/Coordinating - Manages calendar, makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Setup and coordinate meetings and conferences, cancel 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.
• Reports - Gathers data and information from various sources, prepares reports based on information compiled, determines report format and elements needed, reviews for format, content structure based on knowledge of department specification, research problems, issues and concerns, responds to requests for information, summarizes, and data based on information compiled from various sources.
• Word Processing/Typing - Serves as unit expert or lead over other clerical positions; independently respond to and compose correspondence. Types and proofreads memos and reports. Maintains and disseminates committee minutes; develops documents for presentation or meeting.

MINIMUM QUALIFICATIONS: To qualify you must have a Bachelor'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 formulae for 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 1st 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. 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. To view the Pay Transparency Notice, please click here.

Required Skills Required Experience