Project Assistant

Position Summary

We have an exciting opportunity to join our team as a Project Assistant
- Full Time. In this role, the successful candidate is responsible for providing project/program support and a variety of moderately complex clerical functions: gathers, receives, classifies, reconciles and consolidates data, moderate data analysis, coordinates efforts (e.g., scheduling appointments, tracking, supervising surveys, preparing presentations, etc.) with assigned staff, compiles information and prepares reports, summarizes documents, responds to routine and non‑routine inquiries and complaints, greets and directs visitors, etc.,

and other related duties for a supervisor or department. Works under general supervision.

• Moderate Clerical Functions:
  Completes petty cash vouchers and obtains necessary signatures, obtains petty cash, prepares payments and check requests for payments to vendors as needed. May provide messenger services for the Department.
• Word Processing/Typing:
  Prepares and proofreads memos, reports and applications. Independently prepares responses to routine correspondence. Develops documents for presentation or meeting.
• Scheduling and Coordinating:
  Maintains routine calendar, schedules appointments, assists in preparing for conferences (checking the logistics and technical support, ordering and setting up food, etc.) and other related duties. May assist with special events planning.
• Filing and Mail Distribution:
  Maintains office filing and storage systems by sorting, recording and filing written material in alphabetical, numerical, or subject order as needed. Retrieves material from files upon request and keeps records of the movement of file materials. Opens, sorts, routes and distributes mail to the appropriate party. Screens mail to determine which letters can be answered independently.
• Clerical Support:
  Makes and provides clerical support to the department/unit (photocopy, fax, mails, files, data entry, sorts and distributes mail, etc.) and other related duties as needed. May order office supplies. Meets and greets clients; resolves non‑routine situations based on established policies and procedures and refers unsolved issues and questions to the appropriate party.
• Performs and participates in other job related duties as required.
• Project Support:
  Provides project/program support to a supervisor, department, or organizational unit in the preparation of project relevant materials that includes but is not limited to: assisting with project and event planning and implementation; managing the logistics of and coordinating content development for meetings, conferences, and other project‑related events; assisting with the design, development and dissemination of project products and reports; coordinating and monitoring project budgets;
  
  coordinating proposal development and managing the proposal process; assisting with project data collection activities to maintain and improve the effectiveness of the workflow and ensure customer satisfaction.
• Reports:
  Receives, classifies, reconciles and consolidates data. Compiles and prepares routine factual forms and reports based on information readily available, verifies information, determines report format, identifies discrepancies and makes corrections. Researches problems, issues and concerns and responds to requests for information and summarizes data based on information compiled from various sources.

• High school diploma or equivalent.
• Proficiency in Microsoft Excel and Office 365.
• Strong analytical ability, critical thinking, and proactive problem‑solving skills.
• Must be organized, detail‑oriented, dependable and flexible.
• Have excellent oral/written communication skills and be able to communicate effectively with stakeholders regarding design and implementation.

• Associate's Degree in a related field with 2 years of related experience in an office setting.

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…