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, 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 med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter and Instagram.

POSITION SUMMARY:

We have an exciting opportunity to join our team as an Executive Assistant to Chair, Department of Psychiatry. In this role, the successful candidate is responsible for providing complex daily administrative support to the Chair. S/he coordinates and manages administrative procedures and functions, schedules faculty group practice patient appointments, checks patients in and out, office services, special events, preparation of reports/presentations, maintaining schedule of calendar, oversight of special projects, and other related duties to the Chairs Office.

JOB RESPONSIBILITIES:

Provides complex daily administrative support to the Chair, ensuring completion of tasks while maintaining and improving the administrative workflow/processes and ensuring that services are provided in an effective and efficient manner.

Manages calendar for the Chair including but not limited to meetings, appointments, travel arrangements, conferences, seminars, and lectures.

Supervise, coordinate and setup large and complex meetings, conferences, and programs.

Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction.

Organizes interview schedules, travel logistics, and itineraries for perspective faculty recruits. Processes reimbursement of related expenses.

Oversees planning of special events. Sends out invitations, secures booking of venue, vendor contracts, and catering.

Coordinates, prepares agenda, and takes minutes for monthly Executive Advisory Committee meetings.

Provides guidance and training to the Administrative Coordinator to Chair, Vice Chair for Research and Vice Chair for Faculty Development and Mentoring.

Prepare reimbursement forms and verifies Purchasing card transactions and other expenses for Chair. Track and keep receipts for reimbursements.

Represents and discreetly advises others on behalf of the Chair. Reads and answers correspondence on behalf of the Chair. Recognizes and identifies information that can be disseminated and to whom.

Answers phones, provides information and processes messages for the Chair. Meets and greets guests to the Chairs Office. Communicates professionally and tactfully with persons inside and outside the organization.

Prepares and proofreads correspondence such as letters, memos, reports, emails and announcements independently from rough drafts, corrected copies, voice recordings,

dictation or previous versions on behalf of the Chair. Ensures that company format policies are followed, and recommends revisions.

Researches, compiles and analyzes information for reports and presentations. Prepares reports, documents, and presentations for meetings and town halls as needed.

Ensures documents that need Chair approval/signature are tracked, reviewed, and returned promptly. Coordinates and tracks signatory approvals for Offer Letters and Change of Responsibilities letters. Files and retrieves documents, maintains records of all documentation, and reports. Maintains correspondence and filing system for the Chair's Office.

Combines and evaluates information and data to make decisions about relative importance of information and choosing the best solution to solve problems.

Resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party.

Performs other duties and special projects as assigned.

MINIMUM QUALIFICATIONS:

To qualify you must have a Bachelor's Degree in a related field.

Minimum of 5 years of progressively administrative experience or an equivalent combination of education and experience.

Effective oral, written skills including knowledge of grammar, spelling and punctuation, tact, diplomacy and interpersonal skills.

Time management skills and be able to work well under pressure. Maintain a professional and positive attitude while effectively meeting deadlines. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, Power Point and Outlook.

Familiar with Internet applications.Good organizational skills, with the ability to handle variety of projects simultaneously and prioritize effectively while paying attention to details. Ability to multi task and project manage.

Active Listening , Judgment and Decision Making skills Ability to interact effectively with all levels of management and must work and communicate effectively with both internal and external customers.

Ability to work as part of a team and willing to back up others. Knowledge of modern office standard practices and procedures.

PREFERRED QUALIFICATIONS: Prior experience supporting an executive in a healthcare or academic setting.

Qualified candidates must be able to effectively communicate with all levels of the organization. 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 talents. NYU Grossman School of Medicine 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 Grossman School of Medicine'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 City Law on Salary Transparency in Job Advertisements. The salary range for the role is $63,935.04 - $80,000.00 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