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We have an exciting opportunity to join our team as an Administrative Assistant. In this role, the successful candidate will work closely with Dr. Leonardo Trasande and his research team on projects relating to the impact that environmental factors have on children’s health. Responsible for providing a wide variety of administrative support (coordinates and maintains calendars, creates and maintains various reports and databases, prepares and processes travel and expense reports, arranges weekly conference calls, answers office phones, sorts mail, process invoices, filing, etc.) and other related administrative duties for the Division of Environmental Medicine.
Administrative Support – Provides administrative support for the division of Pediatric Environmental Medicine which includes three physicians, one divisional administrator, three post docs and over 40 research staff member.
Word Processing/Typing – Assisting with manuscript preparation and editing
Reports – Gathers data and information from various sources, prepares reports based on information compiled, determines report format and elements needed, reviews for format, content structure based on knowledge of department specification, research problems, issues and concerns, responds to requests for information, summarizes, and data based on information compiled from various sources;
Scheduling/Coordinating – Manages Division Directors calendar, makes complex scheduling arrangements involving multiple parties and conferences under minimum direction. Setup and coordinate meetings and conferences, cancel meetings based on knowledge of the subject and attendees. Recognizes and identifies information that can be disseminated and to whom, assists with special events planning. May organize travel logistic arrangements and itineraries as needed.
Reception/Public Contact – Provides back up support for reception as needed. Meets and greets clients, resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party.
Purchasing/Accounts Payable Purchases lab supplies, processes all accounts payable requests for the division as needed. Organize department supply room.
Research-Serving as a liaison with department administrators, collaborators and the university’s IRB; Provide pre and post award grant management support.
To qualify you must have an Associates degree in a related field. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience. Proficient in the use of Microsoft Office Word, Excel, and Access. Ability to develop formulae for moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems. Ability to access e-mail, electronic calendars, and other basic office support software.
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.
If you wish to view NYU Grossman School of Medicine’s EEO policies, please click here. Please click here to view the Federal “EEO is the law” poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please click here.