Administrative Coordinator; Project Design and Construction Brooklyn

NYU Langone Health is a fully integrated health system focused on quality and patient outcomes. It has been recognized by Vizient as the No. 1 comprehensive academic medical center for three consecutive years and features multiple inpatient locations, the Perlmutter Cancer Center, and over 320 outpatient locations in New York and Florida.

Position Summary

We have an exciting opportunity to join our team as an Administrative Coordinator. In this role, the successful candidate is responsible for managing administrative operations and supporting the leadership team to ensure efficient, productive, and compliant office functions. This role involves coordinating a variety of office and project-related tasks, maintaining organization-wide standards, and providing administrative support to multiple levels of management and project teams.

• Office Operations & Efficiency
  • Maintain office efficiency by planning and implementing office layouts, space usage, and equipment needs.
  • Coordinate day-to-day office activities, including supply management, timekeeping and scheduling, and inventory and equipment logistics.
• Administrative Support
  • Support leadership in problem-solving, project planning, and the execution of goals and objectives.
  • Assist with onboarding employees; ensure they have the appropriate equipment and system access on day one.
  • Organize and facilitate meetings, conferences, and special events, including employee engagement activities, ensuring required resources (e.g., A/V) are in place.
  • Schedule and coordinate complex arrangements across multiple parties, including Directors and Project Managers, and handle correspondence based on subject relevance.
  • Serve as a primary contact for administrative issues and respond to inquiries in a professional and timely manner.
  • Gather, enter, and update data to maintain departmental records and databases; establish and maintain files for the office.
• Project Coordination & Support
  • Prepare, track, and close out Task Orders, Purchase Orders, Change Orders, Special Inspection Orders, and Contracts in Unifier for project teams.
  • Coordinate weekly project team meetings and provide backup support as needed.
  • Review, approve, or reject Hot Works and Above Ceiling Permits as needed, and track vehicle registrations and inspections.
• Communication & Reporting
  • Maintain schedules/calendars for multiple management roles, screen and manage calls, and oversee outgoing correspondence.
  • Ensure information is appropriately shared within the team and identify trends for leadership review.
• Specialized Tasks
  • Assist with special events planning, including resource setup and logistical coordination.
  • Prepare and schedule Fed Ex shipments for correspondence and project materials.
  • Laminate signage for specific projects and provide additional clerical support as required (e.g., photocopying, mailing, filing).

Additional Position-Specific Responsibilities

• Host weekly project meetings to update team members and track project milestones.
• Provide administrative support to ensure workflow continuity, resolve non-routine issues per policies, and refer unresolved matters to the appropriate contacts.

To qualify you must have a Bachelor’s Degree 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). Ability to multi-task and 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.

Bachelor’s Degree and 2 years of relevant experience, or equivalent combination of education and experience. Strong interpersonal, verbal, and written communication skills, with excellent organizational and multitasking abilities. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). Ability to interpret and implement policies, manage complex schedules, and communicate effectively with a diverse audience and with minimal supervision. Exceptional problem-solving skills and ability to handle confidential information with discretion.

Demonstrate the ability to identify problems and implement or recommend solutions, ability to interpret and apply policies and procedures within limits of authority, and the ability to learn and adapt to new technology relating to office practices and procedures. Must maintain confidentiality of information, pay attention to detail and work effectively despite interruptions.

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

NYU Langone Health is an equal opportunity employer and…