Administrative Supervisor

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.

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We have an exciting opportunity to join our team as an Administrative Supervisor. Responsible for providing general administrative duties, research administration, and other projects as assigned. Works with internal and external parties to organize the various components needed to initiate, run and complete major projects. Promotes, coordinates and supports the development of gathering, collecting and analyzing data. Facilitates the administration process of departmental activities (e.g., recruiting and on-boarding process, maintaining records, compiling and monitoring the master schedule for meetings;

grant application preparation and submission; monitoring and developing budget; organizing and coordinating seminars, training programs and other related activities). Supports multiple research faculty members. Works under general supervision.

• Maintains contact with sections in the department and other NYULMC departments under minimal supervision. Plans and coordinates interrelated activities effectively and efficiently according to schedule. Schedules appointments and conferences, confirms attendance, and facilitates program operation.
• Attends meetings and participates on committees, as required. Prepares minutes as required.
• Assists in the preparation of the departmental or program budget. Compiles and assembles basic information needed for the budget based on past practice or directors instructions. Verifies, records and resolves discrepancies of revenues and expenses. Makes recommendations for the enhancement of financial recordkeeping systems.
• Composes, prepares and edits reports, correspondence, etc. Prepares materials neatly and timely. Proof reads, edits, properly organizes, and formats the materials as needed. Contacts the service/maintenance company for needed repairs and makes suggestions to the supervisor for software/hardware enhancements. Written materials are clear, grammatically correct and meet content requirements. Routes complex correspondence to the supervisor and attaches related records or information to the correspondence.
• Collects, updates, and summarizes data and statistics for the departments. Obtains appropriate data sufficient to satisfy the project requirements. Utilizes appropriate sources to complete the assignment. Submits data to the director which is neat and well-written.
• Assists in preparation of departmental operating and capital budgets. Compiles and assembles basic information needed for budget based on past practice or supervisors instructions. Calculates figures correctly. Verifies and records revenues and expenses accurately. Resolves discrepancies and maintains records according to departmental procedures.
• Reviews MFRs in order to ensure revenues and expenses are being accurately recorded. Contacts appropriate representatives in order to resolve discrepancies. Identifies issues which should be brought to supervisors attention. Reviews invoices, expense reports, etc. to ensure charges are in accordance with supervisors instructions or Directors approval. Makes recommendations for enhancement of financial record keeping systems. Composes, prepares, and edits general correspondence.
• Prepares responses which are clear, grammatically correct and meet content requirements. Completes responses and sends them out promptly. Properly formats responses and adheres to general guidelines given by supervisor. Routes non-routine correspondence to supervisor and attaches related records or information to correspondence.
• Supervises, assigns, directs, and coordinates the work of subordinate secretarial/clerical staff in the department. Utilizes personnel efficiently by delegating assignments based on the employees skill and ability in order to meet deadlines and establish adequate personnel coverage. Monitors assignments to ensure neatness, accuracy, and completion. Ensures that tasks are completed in accordance with established practices.
• Participates in the selection and evaluation of clerical staff and provides them with training and on-going guidance and supervision. Follows personnel and departmental guidelines when…