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 Coordinator.

In this role, the successful candidate will be responsible for providing a high-level of support and coordination for a wide variety of administrative activities within the Department of Population Health. Works in partnership with administrative leadership to ensure efficient service, identify process improvement opportunities, and execute departmental objectives. Coordinates and maintains calendars, performs procurement and Accounts Payable tasks, provides meeting support for departmental meetings and seminars, prepares and processes travel and expense reports, sorts mail and filing, resolves facilities related issues and other related administrative duties. Exercises independent judgment in the resolution of administrative concerns and issues.

Job Responsibilities:

* Scheduling/Coordinating - Manages calendar, makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Serves as the backup to the Executive Assistant to the Chair. Setup and coordinate domestic and international meetings and conferences including reserving adequate space, setting up necessary equipment, and ordering meals when necessary. Recognizes and identifies information that can be disseminated and to whom, prepares and distributes agendas and minutes, distributes supporting documents as necessary and requested. Assists with special events planning.
* Provides administrative support for departmental events, meetings, speakers, etc. Includes scheduling meetings, handling meeting logistics including catering, technical A/V needs, space/venue reservations, and arranging travel and reimbursements for external speakers as needed.

* Timekeeping - Serves as MyTime timekeeper and as a central expert for MyTime issues and questions.

* Purchasing and Accounts Payable - Reconciles purchasing cards, orders supplies, processes honorarium payments, employee travel and expense reimbursements, new vendor set up and procurement of goods and services.

* Finance support Manages expenses related to section operating account; regularly provides faculty with account balance information for non-grant accounts.

* Office/Facilities support - Supports the department/division/section in problem solving and project planning/coordination to ensure efficient service. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities, including maintenance, inventory management, logistics, security, and related activities. Resolves facilities issues. Manages records around current space assignments and occupancy at the department level. 

* Hiring Support Provides support to administrator(s) in tracking and managing requests to hire new/replacement positions; communicates with recruiters to gather applications and distributes to hiring manager; prepares immigration paperwork; supports staff/faculty onboarding process.

* Reports/Correspondence - 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. 

* Travel - Organizes and books domestic and international travel logistic arrangements and itineraries as needed. Processes travel and expense reports.

* Filing/Mail Distribution - Develops and maintains internal mailing processes and procedures.

* Performs other duties as assigned. 

Minimum Qualifications:
To qualify you must have a Bachelor's Degree required with 2 years of relevant experience, or the equivalent combination of education and experience. The successful candidate must also possess excellent interpersonal, verbal and written communication, and organizational skills. Knowledge of standard office software is essential, including proficiency with word-processing, spreadsheet and database software (e.g., Microsoft Office, preferred). Ability to multi-task and/or coordinate multiple assignments is required. Ability to interpret and implement policies and procedures, and effectively communicate detailed information to a diverse population, both verbally and in writing; excellent problem-solving skills is required.

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 $63,935.04 - $70,000.00 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