Administrative Assistant - NYU Langone Orthopedic Hospital *F/T 35 hrs per week, Monday - Friday 9:00AM - 5:00PM

NYU Langone Orthopedic Hospital at NYU Langone Health is one of the nation's leading orthopedic and rheumatologic, specialty hospitals dedicated to the prevention and treatment of musculoskeletal diseases. The hospital provides some of the most advanced orthopedic programs in the region for musculoskeletal disorders and the largest pediatric orthopedic program in New York City. The hospital is consistently ranked among the leading orthopedic centers nationwide by U.S. News and World Report. Our expert physicians combine extensive experience and research with the latest technology for bone and joint problems that affect patient's ability to function. We specialize in the following areas: Orthopedic Surgery, Rheumatology, Neurology, and Radiology.  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. Learn more about NYU Langone Orthopedic Hospital, and interact with us on  LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a Administrative Assistant.

In this role, the successful candidate is responsible for providing administrative support to a group of professionals, and performs administrative duties that may require considerable experience, skill and knowledge of organization policies and practices. This position works under general direction.

Job Responsibilities:

• Uses departmental systems to enter, record and process project related transactions and activities. Assists management team in all areas of operations.
• Coordinates moonlighter scheduling for the NYU Langone Orthopedic Hospital Special Care Unit.
• Coordinates supply chain functions for the department including submission of requisitions, invoices for payment, and check requests. Works with purchasing and accounts payable to address issues. Assists with submission of honoraria and travel/expense reimbursements.
• Coordinates moonlighter and hospitalist monthly, bi-weekly, and off-cycle payroll submissions on a timely basis in accordance with the institutional payroll submission deadlines. Works as liaison between physicians and payroll to address issues related to payroll processing.
• Coordinates calendar, schedules meetings and allows sufficient time for each activity avoiding scheduling conflicts. Schedules conference rooms for supervisors and staff using online calendar system; arranges for transportation and travel as needed.
• Answers telephone calls, responds to inquiries, and routes calls; greets, announces and directs visitors; receives and logs incoming mail.
• Composes correspondence, reports, forms and other documents independently or from notes, transcribing machines, or general instruction from supervisor and staff. Types, formats and proofs materials accurately.
• Maintains orderly and accessible filing system consistent with departmental practices for administrative, property or project documentation such as correspondence, contracts, purchase orders, equipment inventory; maintains confidential departmental files; schedules purchases and maintenance of office supplies and equipment.
• Develops and maintains computerized spreadsheets and databases to enter information and generate reports; produces, revises or refines formal presentation materials using presentation software such as PowerPoint.
• Communicate clearly and succinctly, initiate necessary communications without prompting from the Supervisor, to both internal and external colleagues in order to clarify issues, processes, etc.; Keeps supervisor and colleagues in the loop.
• Follow-up on issues and open items without prompting. Respond to emails and all requests timely. Use good judgment when making decisions, understand the implications of such decisions/actions, and inform supervisor in a timely manner.
• Represent the Department in an appropriate and professional manner in all types of communications and settings; exhibit professional demeanor when dealing with managers, staff, colleagues or vendors; maintain professional attitude and composure in stressful or conflict situations.

Minimum Qualifications:
Associates degree or higher. Must demonstrate knowledge of efficient office procedures and recordkeeping practices. Must be proficient in MS Office Products, databases and presentation software. Demonstrate proper English usage, spelling and punctuation. Possess effective communication and interpersonal skills; professional and courteous manners; demonstrate ability to interact with supervisors, officials, employees and the general public. Demonstrated ability to perform assigned duties with minimum supervision; identify problems and implement or recommend solutions. Ability to interpret and apply policies and procedures within limits of authority; Ability to learn and adapt to new technology relating to office practices and procedures. Able to maintain confidentiality of information; pay attention to detail and work effectively despite interruptions; demonstrate ability to plan, organize, and prioritize work, and demonstrate excellent organizational skills.

Preferred Qualifications:
5 years administrative support experience.

Qualified candidates must be able to effectively communicate with all levels of the organization.

NYU Langone Orthopedic Hospital 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 Langone Orthopedic Hospital 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.

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.

View NYU Langone Orthopedic Hospital’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 $51,243.96 - $69,528.37 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