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

In this role, the successful candidate will provide administrative support for the Graduate Programs as defined by the Program Directors and the Department Administrator. Help to ensure the smooth management and functioning of the operations of the graduate programs and Department.

Job Responsibilities:

• Provide administrative support services to the Program Directors to facilitate the efficient operation of the Graduate Program. Ensure that all support functions for the Program Director are completed on a daily basis.
• Prepares and facilitates requirements for all graduate students in Pathology.Track each student's progress. Schedule and support exams, meetings, courses and registration. Provide administrative support for the NIH Training Grant applications, submissions and renewals, including data collection from faculty and staff. Order supplies and maintain supply inventory.Assist in the development of public relations material (brochures, flyers, mailings) for the Department of Pathology graduate programs, including the web site.F. Prepares and monitors the budget for the Programs, ensuring that expenses are within budget.G. Maintain a break-even budget for the program.H. Maintain a supportive environment conductive to learning and growth.
• Sets up and maintains documentation and complex records for the Program Director and Administrator. Maintains records in and organized and up-to date manner; utilizes a filing system, which allows for prompt retrieval of all information.Completes filing accurately and promptly. Maintains information for the Graduate Program Directors' offices in accordance with departmental and NYU School of Medicine regulations.
• Orients new team/staff members and assists in training.Assist in instructing the team/staff clearly in the organization, procedures, and policies of Program Director office, the department of Pathology and the School of Medicine. Assist with orienting the team/staff thoroughly to the workplace (i.e.,equipment, location of supplies, etc.) and to other personnel with whom they must relate. Reassigns tasks to junior staff as necessary.Operates office equipment efficiently, (fax machine, laser printers, copiers, Dictaphone, computers, etc.) and reports necessary repairs.
• Cooperates with other team/staff members to ensure the smooth functioning of the Pathology Graduate Programs' Office.Works closely and harmoniously with team/staff members.Participates in team/staff meetings and decision-making.Communicates with other team/staff members on a continuous basis and in a harmonious manner.
• Interacts closely with directors, facuity, administrators, and support staff in the office, the NYU School of Medicine offices and all other related offices that relate to the program.
• Understands the procedures and processes of the Department of Pathology and the NYU School of Medicine.
• Handles CONFIDENTIAL matters with appropriate discretion.
• Provides fellow team/staff members with all information relative to the graduate activities necessary to provide appropriate support.
• Handles additional duties in and efficient and timely manner.Ensures that the calendar, files, reports etc. are easily accessible to the Program Director and Administrator.
• Participates in providing appropriate coverage and back-up support to the Administrators office.
• Performs other duties for the Program Director and Administrator as required.
• Maintains tracking database for student progress. Maintenance of files and archives.
• Assure compliance for the programs.
• Facilitates travel and book reimbursements, invoice payments for publications, exams recruitments, and any other program related activity.
• Works cooperatively and harmoniously with team and departmental staff members.
• Prepares and retains the academic calendar for the programs.
• Facilitates petty cash reimbursements, prepares and processes Purchase Requisitions and Interdepartmental Orders (101) and related Invoice regarding all areas of the program.
• Interacts will with other departments within the NYU School Of Medicine including the Sackler Institute.
• Prepares ALL materials in an appropriate and efficient manner through the efficient utilization of computer; further develops computer skills.
• Makes requests and works with other departments and areas, allowing them sufficient time to reply; in turn, responds quickly in order to ensure efficient coordination of activities.
• Screens, monitors and disseminates communication, including mail, phone and other inquiries, both internally and externally.
• Handles confidential matters with appropriate discretion and urgency.
• Plans and Coordinates interrelated activities effectively and efficiently according to schedule.
• Act as a liaison between the Department of Pathology faculty and Graduate Students to expedite communications.
• Performs other duties as assigned.

Minimum Qualifications:

• Bachelor's Degree required with 2 years of relevant experience, or the equivalent combination of education and experience.
• Ability to multi-task and/or coordinate multiple assignments is required.
• 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 is required.

Preferred Qualifications:

• The successful candidate must 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).

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.

NYU Langone Health provides a salary range to comply with the New York City Law on Salary Transparency in Job Advertisements. The salary range for the role is $63,935.04 - $70,000.00 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