Administrative Coordinator

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 will provide high-level administrative, financial, and operational support to the Vice President of Talent Management. You will support the Vice President administratively and serve as a central point of coordination for day-to-day operations, including internal budget tracking, vendor engagement, purchasing and invoice processing, and program logistics.

Job Responsibilities:

* Assists with tracking and managing Talent Management projects relative to scope, effort, schedule and budget to ensure deadlines and objectives are met effectively and efficiently.

* Maintains office efficiency by planning and implementing office space, layouts, and equipment needs.

* Manage and oversee the payroll process and time sheets to ensure accurate and timely completion.

* Develops procedures and systems which ensure productive and efficient administrative operations. Tracks and manages departmental training sessions to include organizational compliance training.

* Creates, maintains and updates project documentation from providing support to meeting minutes to maintaining project attributes and various Talent Management documents, such as distribution lists, team directory, table of organization, etc.

* Conducts, compiles, and analyzes research to remain informed of trends and innovative techniques to be competitive in state-of-the-art talent management practices. Prepares and maintains overall budget management process.

* Coordinates purchasing and procurement activities, including creation of purchase orders, invoice processing, expense reconciliation, and internal financial tracking in alignment with operating needs and institutional policies. Records departmental expenses, prepares monthly summary and reconciles against budget for the Talent Management department including Immigration and Recognition. Prepares monthly list of expenditures for each account. Meets monthly with leadership to review monthly budget.

Informs Vice President, Talent Management when budget shows a variance.

* Develops, monitors, and presents metrics to assess the overall effectiveness of initiatives, policies, programs and systems, that support the enterprise's talent management goals and objectives.

* Supports the Talent Operations team that oversees social brand reputation and provides a rich, engaging and empowering experience by providing support at photo sessions across the institution for social posts on our career-focused social media channels like Linked In, Glassdoor, and Indeed.

* Maintains professional and technical knowledge by attending educational workshops and furthering professional development.

* Develops, cultivates, and manages relationships with internal and external business partners to provide service excellence and acts as the liaison with vendors such as:
Symphony Talent, First Advantage, etc.

* Maintains schedules/calendar of Vice President, Talent Management, screens and manages telephone communications.

* Organizes and facilitates meetings, training sessions, conferences, and other special events as required by identifying critical resources and arranging for required support (i.e. Webex, Technical, A/V, etc.) for meetings and events.

* Arranges interviews/meetings with complex calendars of various executives. Coordinates travel arrangements for candidates and employees that reside outside of New York.

* Coordinates the day-to-day activities of the Talent Management office, including but not limited to supply/inventory/equipment management, weekly payroll/timekeeping, attendance and training records, scheduling, and reimbursement for check requests, etc.

* Coordinates and participates in various Talent Management engagement initiatives such as .Coffee with Carol, Birthday Club, departmental events, appreciation events, etc.

* Orients office staff by coordinating…