Administrative Coordinator

Overview

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 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 inclusion and individual skills, ideas, and knowledge.

We have an exciting opportunity to join our team as an Administrative Coordinator. In this role, the successful candidate will be responsible for coordinating and managing administrative activities for staff and ensures efficient administrative operations.

• Performs other duties as assigned
• Coordinates the day-to-day activities of all offices including but not limited to supply/inventory/equipment management, payroll, scheduling, and clinical/regulatory compliance, and refund/correspondence processing. Develops policies, procedures and systems which ensure productive and efficient administrative operations.
• Maintains office efficiency by planning and implementing office space, layouts, and equipment needs.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
• Maintains office staff job results by recruiting, selecting, orienting, and training employees, coaching, counseling, and disciplining; planning, monitoring, and appraising job results.
• Maintains professional and technical knowledge by attending educational workshops;
• Maintains monthly newsletter and sends ad-hoc communications to staff.
• Demonstrates knowledge of the organization s Core Values and incorporates them into the performance of duties.
• Supports Leadership in problem solving and project planning/coordination to ensure efficient services. Assists in the development and execution of goals and objectives, and serves as a primary point of contact for all administrative issues.
• Maintains schedules/calendars, screens and handles telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate. Organizes and facilitates meetings, conferences, and other special events including Employee Engagement activities, as required, including identifying needed resources and arranging for required support (i.e. Technical, A/V, etc) for meetings and events.
• Researches and analyzes data related to administrative functions: supply/inventory management, payroll, scheduling, budget, clinical/regulatory compliance, etc. Prepares a variety of communications, reports, charts, written documents, etc detailing the findings which may be highly sensitive and confidential in nature.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the office, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.

To qualify you must have a Bachelor s Degree with 2 years of relevant experience, or the equivalent combination of education and experience. The successful candidate must also possess excellent interpersonal, verbal and written communication, and organizational skills. Knowledge of standard office software is essential, including proficiency with word-processing, spreadsheet and database software (e.g., Microsoft Office, preferred). Ability to multi-task and/or coordinate multiple assignments is…