Divisional Assistant (RED&F) - NYU Langone Health : Job Details

Administrative/Office Support

New York, NY

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. Vizient Inc. has ranked NYU Langone the No. 1 comprehensive academic medical center in the country for three years in a row, and U.S. News & World Report recently placed nine of its clinical specialties among the top five in the nation. NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition-free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.

Position Summary: We have an exciting opportunity to join our team as a Divisional Assistant. In this role, the successful candidate is responsible for providing daily secretarial and administrative support and other related duties to support the activities of the division. Provides general operational and administrative support for the division, including appropriate functions related to the efficient, professional operation of the office.

Job Responsibilities:

• Administrative Support Provides specified regular administrative assistance to the individual programs or division as directed. Coordinates administrative activities for the division in order to ensure that all assigned tasks, stated responsibilities, and the overall service are performed and provided in an effective, efficient and timely manner. Performs liaison function to support smooth operations in the division. Establishes and maintains a complex filing system for the confidential storage and retrieval of internal/external correspondence, records, reports, and documents. Maintains records of all documentation and file materials. Manages data entry and even set up databases and other relevant data information.
• Performs other duties as assigned.
• Performs HR functions such as coordinating hiring process and paper work. Resolves routine and unusual HR issues and concerns.
• Provides assistance and on-going guidance to clerical staff and/or on-the-job training as needed.
• Scheduling/Coordinating - Manages calendar, makes complex scheduling arrangements, assists with special events planning, coordinates large and complex meetings, conferences and programs under minimum direction and notify persons to be present. Cancel meetings based on knowledge of the subject and attendees. Schedules appointments, meetings and personal appearances by the division director. Organize travel logistic arrangements and itineraries as needed.
• Office Management Assists in the planning and execution of divisional meetings, events, and special projects. Solves unusual problems and revises procedures for complex or specialized functions. Coordinates and attend meetings and other events on behalf of the division director as needed. Prioritize workload so that assignments are completed as needed. Organizes and maintains divisional materials and files, including budget documents, correspondence, expense reports, invoices, etc.
• Communication/Public Contact Processes all outgoing communication in the form of emails, letters, voice messages or other forms of communication. Answers phones, provides information and processes messages for the division manager/director. Meets, greets, and provides information or assistance as needed to visitors and may supervise the reception area. Resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party.
• Projects/Reports Compiles data, prepare reports, prepare and respond to correspondence. Assists in monitoring divisional expenditures, including reconciling accounts payable; prepares and track all supplies orders; and maintain all supplies inventory and office equipment. Prepares reports, and makes recommendation based on subject matter knowledge. Responds to requests for information, summarizes, and data based on information compiled from various sources.
• Word Processing/Typing Monitors and prepares materials independently such as correspondence and documents from rough drafts, corrected copies, voice recordings, dictation or previous versions, based on knowledge/research of relevant topic/professional field to correspondence and documents. Checks for accuracy/completeness, ensures that company format policies are followed, and recommends revisions. Supervises the work of staff and reviews work done by others as needed.
• Develops records and transcribes notes and distribute minutes and agenda items for division/division meetings. Processes all correspondence from the division manager as well as opening and prioritizing all incoming information, complete forms in accordance with company procedures. Completes requisitions, monitors office equipment including fax and copy machine and order office and specialized supplies. May Supervise and train staff.

Minimum Qualifications: To qualify you must have a Associates Degree in any related field is required. Minimum of 3 years of related experience or an equivalent combination of education and experience. Effective oral, written skills including knowledge of grammar, spelling and punctuation, communication and interpersonal skills. Effective verbal communication skills are required, including tact and diplomacy. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, Power Point and Outlook. Familiar with Internet applications. Time management skills and be able to work well under pressure. Ability to multi task. Problem solving 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. Knowledge of standard office practices and procedures.

Preferred Qualifications: Bachelors degree or 4 years of progressive 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.

At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family. NYU Langone Health is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration.

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 $48,274.09 - $74,267.59 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.