Administrative Assistant

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 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 inclusion and individual skills, ideas, and knowledge.

For more information, go to med.nyu.edu, and interact with us on Linked In, Glassdoor, Indeed, Facebook, X and Instagram.

We have an exciting opportunity to join our team as a Administrative Assistant. In this role, the successful candidate will be responsible for providing a wide variety of administrative support (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, etc.)

and other related administrative duties for an organizational unit or a department. Exercises independent judgment in the resolution of administrative concerns and issues. Provides back-up coverage for Executive Assistants and Project Assistants.

• Coordinate hospital credentialing and insurance enrollment for all new physicians and Advanced Practice Professionals at NYU hospitals and affiliates, and FGP practices
• Coordinate the onboarding process for all new recruits, gather all required documentation, and serve as the primary point of contact for administrative support
• Review faculty annual meeting summaries and prepare physician contracts as directed
• Prepare letters and memos, review reports, and follow up with relevant stakeholders to ensure timely completion
• Supports Leadership in problem solving and project planning/coordination to ensure efficient services. Assists in the development and execution of goals and objectives and serves as a primary point of contact for all administrative issues
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
• Maintains office efficiency by planning and implementing office space, layouts, and equipment needs
• Research and analyzes data related to administrative functions: supply/inventory management, payroll, scheduling, budget, clinical/regulatory compliance, etc. Prepares a variety of communications, reports, charts, written documents, etc detailing the findings which may be highly sensitive and confidential in nature
• Maintains professional and technical knowledge by attending educational workshops
• Coordinates the day-to-day activities of all offices including but not limited to supply/inventory/equipment management, payroll, scheduling, and clinical/regulatory compliance, and refund/correspondence processing. Develops policies, procedures and systems which ensure productive and efficient administrative operations
• Maintains the monthly newsletter andsends ad-hoc communications to staff
• Coordinates and oversees the day-to-day management of office supplies, equipment, and facilities, including maintenance, inventory management, logistics, security, and related activities
• Maintains schedules/calendars, screens and handles telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate. Organizes and facilitates meetings, conferences, and other special events including Employee Engagement activities, as required, including identifying needed resources and arranging for required support (i.e., Technical, A/V, etc) for meetings and events
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office
• Demonstrates knowledge of the organization's Core Values and incorporates them into the performance of duties
• Administrative Support:
  Provides administrative support for an organizational unit or a department to maintain and improve the workflow level and efficiency
• Word Processing/Typing:
  Independently respond to and compose correspondence. Types and proofreads memos and reports
• Reports:
  Gathers…