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.

We are seeking candidates with exemplary service excellence and administrative skills, who are team-oriented. Ideal candidates will have prior experience working with large teams in research, medical or office settings. The administrative coordinator will play a key role in supporting the daily operations of IEHE and will be responsible for providing a wide variety of administrative support for IEHE initiatives/programs. Responsible for coordinating/managing administrative activities for IEHE staff and faculty, ensuring effective and efficient administrative operations. The candidate will assist in developing, reviewing, and improving policies, systems, and procedures to enhance operational efficiency. The candidate will assist in implementing the best practices, streamlining workflows and ensure that the office operates smoothly and effectively, fostering a productive work environment. The Administrative Coordinator will be responsible for administrative and office service activities such as space assignments, purchasing, payroll, timekeeping, records control, and human resources, as well as staff and faculty life-cycle administration. The administrative coordinator may also assist with provider credentialing, faculty appointments and promotions, special projects, and grant management activities. The candidate will be expected to perform both administrative and coordination duties that require independent critical thinking, time management, problem-solving, and multitasking skills. Reports to the IEHE Assistant Director – Research Administration.

Job Responsibilities:

• Oversees office and administrative operations, including those of human resources, payroll, timekeeping, staffing, special projects, credentialing and faculty on/off boarding, faculty affairs.
• Initiates and follows through on human resources and payroll transactions. Generates bi-weekly payroll and time-keeping submission in MyTime. Maintains liaison with human resources and payroll to coordinate and resolve issues and problems related to time-keeping or payroll.
• Manages IEHE procurement for all sites and locations; ensures adequate restocking of supplies for the department. Takes inventory or assesses merchandise to identify items to be reordered or replenished.
• Requisitions merchandise from supplier and collaborates with Purchasing. Tracks expiration of vendors’ contracts and renews as needed.
• Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professors. Assists and collaborates with communications team in the development and coordination of informational packets for participants.
• Researches, locates and compiles information for special reports per request.
• Mentors, trains and/or conducts orientation for new office support staff.
• Coordinates administrative, secretarial and/or general office support coverage.
• Develop, review, and improve administrative systems, policies, and procedures.
• Work with the IEHE Directors and other staff to set budgets and monitor spending.
• Maintains office efficiency by planning and implementing office space, layouts, and equipment needs.
• Responsible for all IEHE space assignments and facilities concerns.
• Keeps IEHE Leadership well-informed by reviewing and analyzing special reports, summarizing information, and identifying trends.
• Address and resolve issues within the administrative team, ensuring smooth operations while serving as a key point of contact for staff, faculty, and external parties, fostering effective communication and collaboration.
• Other duties as assigned.
  

Minimum Qualifications:
To qualify you must have a Bachelor’s Degree required with 5 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. An 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 are required. Experience and working knowledge of technology and virtual platforms (Webex, Zoom, MS office suite). Team-oriented and ability to work independently with minimal supervision.

Preferred Qualifications:
Master’s degree. Previous experience administering office operations in a healthcare setting preferred.

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.

View NYU Grossman School of Medicine’s Equal Employment Opportunity (EEO) policy. Know Your Rights: Workplace discrimination is illegal.

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 $67,771.14 – $89,888.00 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

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