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 an Administrative Assistant.

The Administrative Assistant provides comprehensive administrative and programmatic support to the Division Director, Division Administrator, and the the division king under general supervision, this individual performs a broad range of administrative, operational, and support functions to ensure the efficient day-to-day management of divisional activities. The role requires strong organizational skills, communications skills, sound judgment, and attention to detail. The Administrative Assistant may also provide guidance to support staff, as needed, and will serve as cross-coverage for other staff within the Department of Pediatrics.

• Administrative Support:
  Provides comprehensive administrative support to the division and/or department to maintain and enhance workflow, operational efficiency, and overall effectiveness.
• Correspondence and Document Preparation:
  Independently drafts, responds to, types, edits, and proofreads correspondence, memoranda, reports, and other documents with accuracy and professionalism.
• Reporting and Information Management:
  Gathers data and information from a variety of sources, compiles and summarizes findings, prepares routine and ad hoc reports, and responds to requests for information as appropriate.
• Scheduling and Coordination:
  Manages calendars and coordinates complex scheduling arrangements involving multiple individuals, meetings, and conferences with minimal supervision. Organizes and supports meetings, and conferences; adjusts or cancels meetings as needed based on knowledge of priorities, subject matter, and attendees. Assists with special event planning and may coordinate travel arrangements and itineraries as needed.
• Filing and Mail Distribution:
  Develops, maintains, and improves filing systems and internal mail distribution processes to support efficient office operations. Maintains divisional contact lists, distribution lists, and other administrative records to ensure information is accurate and up to date.
• Reception and Public Contact:
  Provides backup reception support as needed and serves as a key point of contact for the division, both internally and externally. Acts as a professional representative and visible face of the division through in-person, virtual, and email interactions with visitors, faculty, staff, patients, and other guests. Responds to inquiries in a courteous, timely, and professional manner, resolves non-routine issues within established policies and procedures, and escalates more complex questions or concerns to the appropriate individual.
• Clerical Support:
  Performs general clerical duties, including copying, scanning, faxing, mailing, and filing. May order office supplies, monitor inventory, and maintain organization of department work spaces and supply areas.
• Prepares reimbursement requests, purchase orders, and other routine administrative or financial documents in accordance with institutional policies.
• Assists with coordination of divisional events, educational activities, and faculty meetings, including room reservations, catering, materials preparation, and attendee communication.
• Assists with onboarding and offboarding processes for faculty, staff, trainees, and other division personnel, including preparation of materials, coordination of access, and tracking of required documentation.
• Performs other related duties as assigned.

To qualify you must have an Associate's degree in a related field. Minimum of three years of related experience in an administrative support role or the…