Executive Assistant to Chair

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 a Executive Assistant to Chair.

Responsible for providing complex daily administrative support (coordinates and directs office services, preparing reports, preparing budget, maintaining schedule of calendar, interpreting administrative and operating policies and procedures for employees. Analyzes administrative operating practices, makes judgment about or assessing the value, importance, and quality of customer services and administrative procedures to create new or to revise existing methods, provides consultation and advice to management, coordinates hiring process and Human Resources related paperwork as needed, etc.), and other related duties to the Chair. Interprets and may diplomatically advises on office related policies and procedures. Communicates with high level internal and external executives by phone or in person. Works under general supervision

Job Responsibilities:

• Complex Administrative Support - Supervises and coordinates administrative, fiscal and personal support for the Director to ensure the completion of tasks, maintains and improve the workflow level and processes, and ensures that services are provided in an effective and efficient manner. Compiles, categorizes, calculates, audits, verifies, or processes information or data. Plans conferences, maintains schedule of calendar, reads and answers correspondence, interprets administrative and operating policies and procedures for employees, supervises and trains administrative staff, develops documents for presentation or meeting, maintains records of all documentation, file materials and manages data entry.
• Decisions Making and Problems Solving - 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. Represents and discreetly advises others on behalf of the Director.
• Communication/Public Contact - Recommends procedures and implements the approved ones. Interprets administrative and operating policies and procedures for employees. Processes all outgoing communication in the form of emails, letters, voice messages or other forms of communication. Provides information, consultation and expert advice to the Director, colleagues, and subordinates on technical, systems-related, or process related topics. Meets and greets clients. Answers phones, provides information and processes messages for the Director. Communicates with persons outside the organization.
• Word Processing/Typing Prepares and proofreads memos and reports. Prepares correspondence and documents independently from rough drafts, corrected copies, voice recordings, dictation or previous versions, based on knowledge/research of relevant topic/professional field to correspondence and documents. May require subject matter knowledge. Ensures that company format policies are followed, and recommends revisions.
• Reports - Prepares reports, such as recommendations for solutions of administrative problems. Researches, compiles and analyzes information, 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.
• Office Management - Improves workflow, simplifies reporting procedures, improves customer services or implements cost reductions. Analyzes operating practices and procedures to create new and/or to revise existing methods. Supervises and assigns administrative staff. Coordinates and may attend meetings and other events on behalf of the Director as needed.
• Scheduling/Coordinating - Makes travel arrangements for the Director, manages calendar, supervises, coordinates and setup large and complex meetings, conferences and programs. Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Cancel meetings based on knowledge of the subject and attendees. Schedules appointments, meetings and personal appearances and speeches for the Director. Recognizes and identifies information that can be disseminated and to whom, assists with special events planning. Organizes travel logistic arrangements and itineraries as needed.
• Filing/Mail Distribution - Files and retrieves corporation documents, records, and reports. Maintains correspondence and filing system for the Director.
• Provides assistance and on-going guidance to clerical and administrative staff and/or on-the-job training as needed.
• May Supervises support staff and ensures all office policies and procedures are being implemented. Reviews policies and procedures.
• Performs Human Resources related functions such as coordinating the hiring process and paper work. Resolves routine and non-routine Human Resources related issues and concerns. Provides guidance and direction to subordinates, including setting performance standards and monitoring subordinates.
• May order company supplies.
• Performs other duties as assigned.

Minimum Qualifications:

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

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 state Law on Salary Transparency in Job Advertisements. The salary range for the role is $63,935.04 - $104,000.00 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