Administrative Coordinator - Department of 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. 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.

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Position Summary:

We have an exciting opportunity to join our team as an Administrative Coordinator.

The Department of Psychiatry is seeking a full-time Administrative Coordinator to support the Vice Chair for Research and provide backup support to the Chair with a variety of administrative support duties including but not limited to answering phones, scheduling meetings, greeting visitors, distributing mail, and ordering supplies. She/He will also be responsible for coordinating day to day administrative activities including butnot limited to supply/inventory management for Chairs suite and lab rooms, evaluates correspondence, organizes special events, coordination of facilities management,
ensuring efficient administrative operations.

Job Responsibilities:

Supports the Vice Chair for Research and Chair (as needed) including but not limited to answering phones, scheduling and maintaining appointment calendars, job-talks, research rounds, organizing events and maintaining office supplies and equipment.

Schedule research recruitment visits including travel accommodations and itineraries, as well as reimbursement of related expenses.

Coordinate job talks for research recruits including distribution of announcements, booking of conference rooms and managing audio visual.

Coordinate weekly research rounds and monthly research business meetings in conjunction with Vice Chair for Research.

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 such as the APA reception and departmental events, including identifying needed resources and arranging for required support (i.e. Technical, A/V, etc) for meetings and events.

Initiate and coordinate resolution of problems with appropriate parties and departments, settles phone inquiries.

Maintains office efficiency by implementing office space and equipment needs.

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.

Prepares a variety of correspondence, communications, announcements, reports, charts, written documents, which may be highly sensitive and confidential in nature.

Maintain pantry/copy room, ensure office supplies and copy paper are adequately stocked, call for repairs of copier as needed.

Manage the exam, phlebotomy and patient interview room calendars including signing in/out room key, ensure adherence to waste disposal procedures, order supplies, manage bills and the calibration of equipment as needed.

Liaise with Building Coordinator for repairs/maintenance as needed.

Maintain conference rooms including audio visual equipment.

Request office keys as needed.

Provide backup support for Executive Assistant to the Chair.

Perform all other duties as assigned.

Minimum Qualifications:
To qualify you must have a Bachelor's Degree required 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 required. Ability to interpret and implement policies and procedures, and effectively communicate detailed information to a diverse population, both verbally and in writing; excellent problem-solving skills is required.

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. 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 Grossman School of Medicine 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. We require applications to be completed online.

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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 $65,520.00 - $80,696.95 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.

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