Administrative Coordinator - Medical Affairs

NYU Langone Hospital—Suffolk is a 306‑bed medical center, providing care to residents of eastern Long Island. The hospital facility is home to the Knapp Cardiac Care Center—an advanced heart disease diagnostic and treatment facility—as well as a modern ambulatory surgical pavilion with specialized services including women's imaging, a sleep laboratory, and bariatric surgery. Our Provisional Level 2 Trauma Center delivers comprehensive and specialized care for patients with traumatic injuries.

The Stroke Center at NYU Langone Hospital—Suffolk is designated by the New York State Department of Health as a Primary Stroke Center, with expert neurologists available to provide treatment 24 hours a day, 7 days a week. Additionally, NYU Langone Hospital—Suffolk has multiple outpatient sites, including an outpatient wound care center, a hemodialysis center, and various primary care and specialty offices.

For more information, go to NYU Langone Hospital—Suffolk and interact with us on Linked In, Glassdoor, Indeed, Facebook, Twitter, You Tube and Instagram.

We have an exciting opportunity to join our team as an Administrative Coordinator – Medical Affairs – Full Time Days – Medical Office Administration – Full. In this role, the successful candidate will be responsible for managing diverse and confidential projects and performing administrative duties requiring broad and comprehensive experience, skill and knowledge of the institution's policies and practices to support the department director and/or manager.

The candidate will answer requests for information, prepare and edit general correspondence, presentations, reports, and financial data, organize and maintain files and records, may conduct research, establish and maintain working relationships with personnel in other departments, maintain the calendar to ensure identified priorities are addressed, and may make travel arrangements.

• Support the director with administrative detail on various assigned projects and the day‑to‑day operations.
• Complete project and special assignments by establishing objectives, setting priorities, managing time, gaining cooperation of others, monitoring progress, problem‑solving, and making adjustments to plans.
• Resolve routine and complex inquiries independently or draft responses for director review, gather information, and follow up with appropriate staff on behalf of the director. Accountable for screening incoming mail, email and telephone communication and in‑person inquiries from vendors and colleagues.
• Identify, follow up and track requests of great importance which require immediate attention, including contracts, reports, memos and other documents in a timely and accurate manner.
• Coordinate production and distribution of related project material as required, prepare meeting notices, reports and agendas, notify attendees, resolve scheduling conflicts, record and track meeting minutes followed by items, and ensure timely resolution of critical issues and other matters when needed.
• Ensure compliance with any record‑retention procedures, develop and maintain appropriate document filing systems (both hard copy and electronic), maintain confidentiality, and recommend solutions or actions as required.
• May have budget oversight as directed, monitor supply inventory, order and stock all office supplies, prepare expense reimbursement requests, and maintain office equipment as assigned.
• Perform other duties as assigned.

To qualify you must have a bachelor’s degree and 1–3 years of experience in an administrative support role or related field. Excellent communication (both oral and written), interpersonal, detail‑oriented, organizational, project‑coordination, customer‑service and multitasking skills are required. Working knowledge of Microsoft Office (Word, Excel, PowerPoint, and Outlook) and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

3–5 years supporting a manager or director and Notary Public status.

NYU Langone Hospital—Suffolk provides its staff with far more than just a…