Administrative Coordinator; Project Design and Construction Brooklyn Brooklyn, NY

Administrative Coordinator (Project Design and Construction) Brooklyn location

Administrative/Office Support

Brooklyn, NY

Full-Time/Regular

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. Vizient Inc. has ranked NYU Langone the No. 1 comprehensive academic medical center in the country for three years in a row, and U.S. News & World Report recently placed nine of its clinical specialties among the top five in the nation.

NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition‑free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.

For more information, go to NYU Langone Health, and interact with us on Linked In, Glassdoor, Indeed, Facebook, Twitter, You Tube and Instagram.

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

Job Responsibilities:

• 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.
  • Works with the office manager to assist with onboarding employees; ensuring 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.

Minimum Qualifications: To qualify you must have a Bachelor's Degree required with 2 years of relevant experience, or the…