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. At NYU Langone Health, equity, diversity, 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 diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to nyulangone.org , a nd interact with us on LinkedIn , Glassdoor , Indeed , __Facebook , Twitter , YouTube and Instagram .

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

This position plays a vital role in maintaining office operations and ensuring departmental efficiency Responsibilities include managing calendars coordinating complex scheduling overseeing supply inventory and providing general clerical support The role also involves answering inquiries directing visitors and ensuring smooth operations through systems like Maintenance Connect and PeopleSoft Additionally the coordinator handles timekeeping accuracy ID activations and supports administrative personnel through cross training and coverage during absences With a focus on communication and reporting they resolve non routine situations disseminate information assist in event planning and coordinate travel and expense reporting This position requires adaptability organizational skills and a proactive approach to special assignments

Job Responsibilities:

Office Operations and Efficiency:

• Maintain and improve workflow within the organizational unit or department
• Manage calendars, make complex scheduling arrangements involving multiple parties and conferences under minimal direction
• Answers telephone calls, responds to inquiries, and routes calls accordingly; greets, announces and directs visitors; receives and logs incoming mail
• Submit tickets in Maintenance Connect, Ivanti, and Vornado visitor system to ensure smooth operations
• Reviews and approves all paycards in MyTime to verify the accuracy of recorded punches and ensures appropriate managerial approvals for time off are properly documented and aligned with company policies.
• Activates and renews Kerberos IDs in PeopleSoft HCM for all sponsored individuals

Administrative Support

• Performs general clerical duties (photocopy, fax, scan, mail, file ~~s~~ , etc.) as needed
• Oversees supply inventory management, ensuring adequate stock levels are maintained by monitoring usage trends and submitting replenishment orders on a monthly basis
• Provides appropriate coverage and back-up support to other Administrative Personnel during absences, vacations and as needed; is cross trained in all administrative functions
• May organize travel logistic arrangements and itineraries ~~,~~ and document and prepare expense report for reimbursement and submit reimbursement requests in PeopleSoft
• Performs special assignments as needed

Communications and Reporting

• Resolves non-routine situations based on established policies and procedures and refers non-resolved issues and questions to the appropriate party
• Recognize and disseminate information to relevant individuals
• Assist with special events planning

Travel and Expense Reporting

• Organizes travel arrangements and itineraries as needed
• Documents and submits expense reports for reimbursement and enters reimbursement requests in PeopleSoft as a proxy for employees

Minimum Qualifications:

• Associate s degree in a related field
• 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 proficiency in office procedures recordkeeping and the MS Office Suite Outlook Word Excel PowerPoint as well as experience with PeopleSoft
• They exhibit excellent writing communication and interpersonal skills always maintaining a professional and courteous demeanor
• With the ability to interact tactfully and discreetly with supervisors colleagues officials and the public the candidate is a collaborative team player
• They can perform duties independently with minimal supervision identifying and implementing or recommending solutions within policy guidelines
• Maintaining confidentiality and attention to detail they adapt easily to interruptions and new technology
• Additionally the candidate effectively plans organizes and prioritizes tasks showcasing exceptional organizational skills

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.

NYU Langone Health is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Langone Health's EEO policies, please click here. Please click here to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $51,243.96 - $69,663.20 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits.

To view the Pay Transparency Notice, please click here

Required Skills

Required Experience