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Position Summary:

We have an exciting opportunity to join our team as an Executive Assistant to Chair for the Dept of Cell Biology.
In this role, the successful candidate is responsible for providing complex daily administrative support for the Chair/Director with heavy scheduling and travel. Monitors email and prioritizes actions for the Chair/Director. Serves as liaison between the Chair/Director and the Executive Director, the Vice Chair of Research, cell biology and regenerative medicine institute faculty and the NYU Langone Health leadership.

The Executive Assistant is responsible for providing a wide variety of project and administrative support, including onboarding of lab personnel, tracking and communication related to departmental operations, event planning, financial processing and other administrative tasks. Works directly with scientists at all levels, the cell biology administrative team and members of the NYULH community on various projects to support our research mission. Exercises independent judgement in the resolution of project and administrative concerns and issues and operates with minimal supervision. Works closely with chair and executive director to identify needs and develop opportunities for independent projects.

Job Responsibilities:

1.Complex administrative support: coordinates administrative and personal support for the chair/Director to ensure the completion of tasks; maintains and ensures that services are provided in an effective and efficient manner. Compiles, categorizes, audits, calculates and processes information or data. Plans events and meetings, maintains calendar, reads and answers correspondence, interprets administrative and operating policies/procedures, develops documents for presentations or meetings, maintains record of all documentation, files materials electronically and manages data entry.

2. Decision Making and Problem Solving – Combines and evaluates information and data to make decisions, prioritize items and solve problems. Resolves non-routine situations based on

established policies and procedures and refers unresolved issues and questions to the appropriate party. Represents and discreetly advises others on behalf of the Chair/Director.

3. Scheduling/Coordinating – Makes travel arrangements for the Chair/Director; manages calendar; supervises, coordinates and sets up large and complex meetings, conferences and programs.

Makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Cancels meetings based on knowledge of the subject and attendees. Schedules

appointments, meetings and personal appearances and speeches for the Chair/Director. Organizes itineraries as needed. Processes and follows up to ensure timely reimbursement of expenses both

internally and externally.

4. Communications– Processes all outgoing communication in the form of email and letters. Recognizes and identifies information to disseminate and provides information to the right people. Provides information, consultation and advice to the Chair/Director, colleagues, and other members of the Department/Institute on policy and technical, systems-related or process-related topics.

Prepares and proofreads memos, letters and reports. Prepares correspondence and documents independently and finalizes documents based on others’ rough drafts, checking for accuracy,

spelling, grammar, format, tone, etc., based on knowledge/research of relevant topic/professional field to correspondence and documents. Communicates with persons inside and outside the

organization on behalf of the Chair/Director. Ensures that company format policies are followed, especially with respect to external communications.

5. Faculty Affairs Management– Manages and tracks faculty appointments for the Department of Cell Biology and Regenerative Medicine Institute. Handles all faculty affairs requests for Department Appointments and Promotions Committee, coordinates meetings and provides required material for APC review, finalizes meeting minutes and submits packages for appointment, promotion, and tenure to faculty affairs via email or Interfolio. Coordinates paperwork across multiple departments in cases of secondary appointments. Maintains a central hard/electronic record keeping system for all faculty record for the department and institute. Manages faculty affairs tasks at all stages of the faculty appointment life cycle, including:

Support of Recruitment and Search Committees, including establishing searches in Interfolio, advertising, organizing committee meetings and recruit visits, submitting candidate disposition codes, etc.

Annual mentoring meetings and reports

3rd and 6th year reviews

Promotion and tenure review, and support of the Department Appointments and Promotions Committee

Annual evaluation of faculty effort and performance

Annual review of faculty titles

Tracking and reporting on achievements for Dean’s Honors Day and other venues, Institute faculty meetings and other high-level events hosted by the director

Separation process and checklist

6. Department and Institute Administrative/lab support – Provide a wide variety of administrative support tasks to other assigned faculty and along with other members of the cell biology administrative team. Assists with conference room scheduling and other reception duties as needed, orders office supplies, receives packages, orders catering for meetings. Participates in set up and breakdown of recurring events, special events, open houses, retreats, and symposia when volunteers are requested.

7. Reception/Public Contact – Meet and greet guests, resolve non-routine situations based on established policies and procedures, refer unresolved issues and questions to the appropriate party. Follow up to ensure timely and satisfactory resolution. Respond in helpful, service-oriented manner.

8. Additional duties – Participates in individual and team training, professional development and support special events.

9. Demonstrates knowledge of the organization’s Core Values and Behavioral Competencies and incorporates them into the performance of duties.

10. Performs other duties as assigned.

Minimum Qualifications:

To qualify you must have a Bachelor's Degree in a related field is required. Between 3 and 5 years of progressively responsible 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, 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.
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.

Preferred Qualifications:
Masters degree and prior administrative experience in an academic setting.

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.
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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 $67,771.14 - $112,951.35 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