Administrative Assistant


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Full Job Description

NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. It comprises more than 200 locations throughout the New York area, including five inpatient locations, a children’s hospital, three emergency rooms and a level 1 trauma center. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute designated comprehensive cancer center, and NYU Grossman School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history.

Position Summary:
We have an exciting opportunity to join our team as a Administrative Assistant.

In this role, the successful candidate 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 Clinical Affairs department and team. Exercises independent judgement in the resolution of administrative concerns and issues. Works under general direction.

Job Responsibilities:

Responsible for the daily schedule of one or more individuals, anticipate necessary background material, directions and other items required for each activity on the schedule. Maintain busy calendars and schedule meetings.Provide core administrative support and provide backup coverage as needed.Handle broad range of duties from day-to-day operational activities to coordinate meetings and correspondence with Executive management and their assistants.Handle travel planning including airline reservations, hotel accommodations and car service arrangements.Process and track expense reports and reimbursements.Working with Legal and Business teams, develop offer letters and other employment contracts using proprietary contract management system.
Produce correspondence, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation and spelling.Collects and compiles information for special requestsEnters and follows up on MCIT ticketsCompiles, categorizes, calculates, audits, verifies, or processes information or data.Analyzes information and prepares reports as requiredInterprets administrative and operating policies and procedures for employeesDevelops documents for presentation or meetingMaintains records of all documentation, files materials, and manages data entry.Special projects as assigned by leadership teamPerforms other duties as assigned.

Minimum Qualifications:
To qualify you must have a Associate’s degree in a related field. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience. Proficient in the use of Microsoft Office Word, Excel, and Access. Ability to develop moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems. Ability to access e-mail, electronic calendars, and other basic office support software. Effective oral, written, communication, interpersonal and customer service skills. Ability to proofread documents and write clear, concise first draft. Ability to type at a speed of at least 50 net words per minute. Ability to multi-task while paying attention to detail. Ability to exercise administrative judgment and assumes responsibility for decisions, consequences, and results.

Preferred Qualifications:
Five years of responsible administrative experience.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Health 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 talents.

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