Administrative Coordinator - Women & Children's Services, Division of Pediatrics - Mineola

NYU Langone Hospital—Long Island is a 591-bed university-affiliated medical center, which offers sophisticated diagnostic and therapeutic care in virtually every specialty and subspecialty of medicine and surgery. We are a major regional healthcare resource with a deep commitment to medical education and research, offering a full complement of inpatient and outpatient services. 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 Hospital—Long Island, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, X, YouTube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a Administrative Coordinator - Women & Children's Services, Division of Pediatrics - Mineola.

In this role, the successful candidate is responsible for managing diverse and confidential projects and performs administrative duties requiring broad and comprehensive experience, skill and knowledge of the institution's policies and practices to support department director and/ or manager. Answers requests for information, prepares and edits general correspondence, presentations reports and financial data. Organizes and maintains files and records. May conduct research. Establishes and maintains working relationships with personnel in other departments. Maintains calendar and to ensure identified priorities are addressed. May make travel arrangements.

Job Responsibilities:

Departmental Operations and Physician Support

• Coordinates physician onboarding, including required documentation, access requests, orientation, and communication with Medical Staff Services and other departments.
• Monitors physician credentialing and recredentialing requirements, applications, and outstanding documentation; identifies issues and coordinates resolution to support timely completion.
• Coordinates prior authorization requests, including documentation submission and follow-up with appropriate clinical and administrative teams.
• Maintains accurate physician records and confidential documentation in accordance with institutional requirements.
• Maintains and updates physician and Hospital Administrative Director on-call schedules using AMiON, Admin Time, and EPIC.
• Supports the Director by managing calendar activities, coordinating meetings and travel arrangements, preparing agendas and meeting materials, documenting meeting minutes, and following up on action items.
• Evaluates operational issues, resolves non-routine matters within assigned authority, and recommends solutions to improve workflows and departmental efficiency.

Financial Administration and Resource Management

• Prepares and submits purchase requisitions and purchase orders for departmental supplies, equipment, and services, and processes physician and staff expense reimbursements in accordance with institutional policies.
• Coordinates vendor communications, monitors departmental supply needs, and maintains records of purchasing activity, invoices, outstanding requests, expenditures, and budget-related transactions.
• Reviews purchasing and expenditure information, identifies discrepancies and potential resource concerns, and recommends improvements to departmental processes and resource management.

Project Management and Coordination

• Independently coordinates departmental projects and special initiatives by establishing objectives, determining priorities, developing timelines, coordinating stakeholders, and managing deliverables to achieve desired outcomes.
• Evaluates project progress, identifies potential delays and operational challenges, resolves obstacles within assigned authority, and recommends adjustments to support timely completion.
• Coordinates special assignments as directed by leadership, ensuring appropriate scheduling, follow-up, and completion of deliverables.

Operational Analysis and Reporting

• Develops and maintains Excel spreadsheets and tracking tools to monitor departmental operations, physician onboarding, financial transactions, and project milestones.
• Collects, analyzes, and summarizes operational data to identify trends, discrepancies, and opportunities for improvement.
• Prepares reports, PowerPoint presentations, and operational summaries for departmental leadership, meetings, and operational reviews, providing findings and recommendations to support decision-making and planning.

Process Improvement and Special Initiatives

• Evaluates administrative and operational procedures, identifies opportunities to improve efficiency and coordination, and recommends and implements approved process enhancements.
• Coordinates community outreach activities and special events in support of departmental objectives.
• Performs other related duties as assigned.

Additional Position Specific Responsibilities:
Maintains calendar, meetings, presentations, of Director and ensures priorities are addressed. May make travel arrangements.

Minimum Qualifications:
To qualify you must have a Bachelor's Degree. 1 - 3 years In an administrative support role or related experience. Excellent communication (both oral and written), interpersonal, detail-oriented, organization, project coordination, customer service and multitasking skills. Working knowledge of Microsoft Office( Word, Excel, PowerPoint, and Outlook). Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Preferred Qualifications:
Bachelor's Degree In any field. Professional Certifications / Registration: Indicate special certifications that are required or preferred for the position Notary Public. 3 5 years Supporting a manager or director.

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

NYU Langone Hospital—Long Island 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 Langone Hospital—Long Island 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 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 $66,300.00 - $79,000.00 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