Administrative Coordinator

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. 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.

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Position Summary:

We have an exciting opportunity to join our team as an Administrative Coordinator.The Administrative Coordinator provides high-level administrative, operational, and project support to the department of Education, Faculty, and Academic Affairs (EFAA) at NYU Grossman School of Medicine. This role requires a proactive, highly organized, and detail-oriented individual with exceptional communication and problem-solving skills. The Administrative Coordinator exercises independent judgement and discretion in managing a wide range of responsibilities, including committee support, data analysis and reporting, special project coordination, professional development initiatives, and staff engagement (where applicable to EFAA). The ideal candidate will be a self-starter who can anticipate needs, prioritize tasks effectively, and work both independently and collaboratively within a complex and dynamic academic environment. Reports to the Associate Dean for Academic Planning & Innovation.

Job Responsibilities:

• Committee Support:
  • Independently organize and facilitate various school-wide and EFAA committee meetings.
  • Manage all aspects of committee support, including sending invitations to speakers, following up on meeting materials, preparing agendas, taking and distributing meeting minutes, and supporting post-meeting action items.
  • Maintain accurate and organized committee lists, records, and documentation.
  • Exercise independent judgement in identifying and resolving issues related to committee operations, escalating complex matters as needed.

• Special Projects:
  • Designs and implements projects to support EFAA goals.
  • Supports the development of policies, procedures, and systems in EFAA.
  • Ensures on-schedule project delivery by assigning responsibilities, gathering input, and optimizing operations.
  • Manages project timelines and calendars, reviews and prioritizes incoming and outgoing correspondence, and prepares responses in alignment with effective project goals.
  • Creates diverse communication materials, reports, charts, written documents, etc., summarizing findings that may contain confidential information.

• Professional Development:
  • Assist with planning and organizing special events, including faculty/staff orientation, onboarding, town halls, recognition events, and professional development programs.
  • Maintain professional and technical knowledge by attending educational workshops.
  • Demonstrate knowledge of the organizations core values and incorporates them into the performance of duties.
  • Manage logistics and agendas.

• Communications:
  • Coordinate and disseminate information to the EFAA community regarding academic events, town halls, Deans Honors Day, graduation, etc.
  • Maintain membership lists for various listservs, including EFAA, Faculty Council, LCME Committees, emergency management, etc.
  • Work with Communications to update internal/external websites as needed.

• Data and Reporting:
  • Assist with data requests for ad hoc projects and support compliance and reporting requirements from senior leadership.
  • Conduct research and in-depth data analysis pertaining to project functions.
  • Gather, enter, and update data to maintain records and databases.
  • Keep leaders informed of project results by reviewing and analyzing data, summarizing information, identifying trends, and formally presenting outcomes and recommended actions.

• General Administrative Support:
  • Schedule and manage meetings for the Associate Dean for Academic Planning & Innovation, ensuring complex arrangements involving multiple parties and conferences are handled efficiently.
  • Ensure proper resources for meetings, including agendas, A/V setup, and catering. Resolve conflicts in a timely manner.
  • As needed, provide support to the Vice Dean for Education, Faculty and Academic Affairs.
  • Provide administrative support to maintain and enhance workflow efficiency.
  • Meet and greet faculty, staff and visitors, resolving non-routine situations based on established policies and procedures.
  • Liaise with corporate service partners such as HR, finance, IT, catering and environmental services.
  • Prepare, manage, and track accounts payable documents to ensure compliance and minimize errors.
  • Purchase supplies within budgetary constraints, reconciles p-card activity, submit purchase orders, and prepare reimbursements.
  • Review and submit bi-weekly timekeeping records for the pay group in MyTime, ensuring accuracy of timecodes and hours, and resolving discrepancies.
  • Perform and participate in other job-related duties as required.

Minimum Qualifications:

To qualify you must have a Bachelor's Degree required with 2 years of relevant experience, or the equivalent combination of education and experience. The successful candidate must also 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). 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.

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. 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 Grossman School of Medicine 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 NYU Grossman School of Medicine'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 $64,350.00 - $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