Administrative Assistant - Manhattan, Child + Adolescent Psychiatry

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.

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Position Summary:

We have an exciting opportunity to join our team as a Administrative Assistant - Manhattan, Child + Adolescent Psychiatry.

The Administrative Assistant provides high-level operational and administrative support to the Vice Chair, NYU Langone Clinical Services, the Vice Chair, Research, and the Vice Chair, Education in the Department of Child and Adolescent Psychiatry at NYU Langone Health (NYULH). The Administrative Assistant is responsible for the management and coordination of the day-to-day operations of the Vice Chairs (excluding patient care scheduling, research lab operations, teaching support and any personal matters).

This position reports to the Department Administrator and works in close collaboration with the Chairs Office and with the senior administrative directors.

The incumbent must demonstrate effective interpersonal skills and be able to communicate effectively across all levels. The candidate must be professional and have exceptional comprehension of complexities as they relate to the outfacing presentation of the departments leadership team and NYULH.

Job Responsibilities:

Key responsibilities include, but are not limited to:

* Supporting the schedules of the Vice Chairs, including calendar management, meeting scheduling and the proactive coordination and prioritization of meetings. This role does not support patient care scheduling, research lab operations, or personal matters.

* Supporting the planning of mission-wide or leadership cross-mission (e.g., Clin-Ed) meetings or celebration events, including booking and preparing meeting/event spaces, preparing agendas and materials, coordinating catering, and drafting and circulating minutes.

* Supporting material preparation (e.g., agendas, minutes, presentations, CV revisions, drafting letters of recommendation) in line with the Vice Chair role.

* Supporting travel arrangements for conferences or engagements where the Vice Chairs are attending in their capacity as departmental leaders.

* Coordinating Vice Chair organizational membership and license renewals.

* Tracking expenses and submitting for reimbursement for the Vice Chairs, in line with the NYULH expense policy and departmental priorities.

* Coordinating effectively with the Chairs Office, Department Administrator, finance, HR, and senior administration, and NYULH offices as requested.

* Assisting in coordinating candidate interviews for open faculty positions for which Vice Chairs are recruiting, including developing and maintain a tracker of resumes/interested candidates.

* Developing standardized systems for efficient tracking and communication of activities and tasks.

* Maintaining records and preparing reports required by the department.

* Performing other duties and special projects 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…