Position Summary: We have an exciting opportunity to join our team as a fulltime temporary Secretary II. Expected duration of assignement is 2 months. It could be extended at the dept's directive.
In this role, the successful candidate Responsible for providing administrative support and assisting Supervisor and staff in a research or office operation. Responsibilities require a level of initiative, independent thought and responsibility not required at lower levels.
Assists section in completion of special reports, projects and activities. Follows guidelines given by supervisor. Utilizes appropriate sources to complete project. Brings any problems or questions to supervisors attention. Ensures requested and related information is accurate and complete. Submits data to supervisor neat and well-written.
Performs variety of duties in support of office operations. Compiles and assembles basic information needed for budget based on past practice or supervisors instructions. Resolves discrepancies and maintains records according to departmental procedures. Checks vendor bills against departmental records and process them in timely manner. Maintains accurate records on time sheets. Identifies problems that arise with time sheets and supply order and communicates these problems to supervisor for resolution. Orders and maintains inventory of office supplies. Ensures adequate levels of office supplies are available on an ongoing basis. Sets up and maintains files and complex records of departmental and program activities. Maintains records in up-to-date manner. Maintains information for department in accordance with departmental, Medical Center, Federal, State and City Agency regulations.
Assists in preparation of departmental operating and capital budgets. Compiles and assembles basic information needed for budget based on past practice or supervisors instructions. Calculates figures correctly. Verifies and records revenues and expenses accurately. Resolves discrepancies and maintains records according to departmental procedures. Reviews MFRs in order to ensure revenues and expenses are being accurately recorded. Is able to identify issues which should be brought to supervisors attention. Reviews invoices, expense reports, etc. to ensure charges are in accordance with supervisors or chairpersons approvals. Makes recommendations for enhancement of financial recordkeeping systems.
Types complex material using word processor. Types materials neatly and accurately. Types complex materials within time/deadline specified. Proofreads, edits, properly organizes and formats the typewritten materials. Uses the word processor efficiently; make suggestions to the supervisor for software/ hardware enhancements.
Ensures collection and input of data. Collects, corrects and enters data into computer system in timely and accurate manner. Reviews data to be entered and obtains missing information. Performs statistical analyses for all research and required reporting of data.
Coordinates activities and projects for department. Plans and coordinates interrelated activities effectively and according to schedule. Makes requests to other areas, allowing them sufficient time to reply; responds quickly in order to ensure efficient coordination of activities. Conveys correct information to involved parties. Schedules appointments, meetings and special events, confirms attendance, and facilitates program operation.
Effectively schedules or arranges events, activities, travel arrangements and appointments. Meets specifications given by supervisor, is attentive to details and adheres to pertinent Medical Center policies when scheduling. Allots sufficient time for each activity avoiding scheduling conflicts. Contacts appropriate individuals/organizations regarding arrangements and distributes pertinent materials when appropriate. Makes appointments promptly, maintains up-to-date calendars and reminds individuals of appointments as necessary.
Responds to the needs and requests of staff, patients and general public for department. Answers telephone inquiries promptly and courteously; identifies department and self when answering the phone. Screens calls thoroughly for section, obtains information, answers general policy questions and resolves routinely moderate problems in accordance with departmental and/or Medical Center policies and procedures. Takes messages thoroughly, and accurately directs telephone calls and visitors appropriately. Greets staff and visitors for section, obtains information, directs them to appropriate individual. Handles problem situations and difficult people in professional, courteous, tactful, but firm manner.
Prepares reports and maintains statistical records. Generates reports as required. Researches information thoroughly to ensure that reports are created and printed correctly. Creates and generates reports based on data input on quarterly, annually, and as needed; modifies reports as required.
Minimum Qualifications: To qualify you must have a High School diploma. Three years of relevant medical clerical experience. Knowledge of medical terminology. Background in computer literacy preferred. Light, accurate keyboarding skills required. Excellent organizational, interpersonal and communications skills required.
Preferred Qualifications: None
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Health 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 Health 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 Langone Health'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.
Please See Above
Internal Number: 68256257
About NYU Langone Medical Center
NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. Included in the 200+ locations throughout the New York area are five inpatient locations: Tisch Hospital, its flagship acute-care facility; Rusk Rehabilitation, ranked as one of the top 10 rehabilitation programs in the country; NYU Langone Orthopedic Hospital, a dedicated inpatient orthopedic hospital with all musculoskeletal specialties ranked top 10 in the country; Hassenfeld Children's Hospital at NYU Langone, a comprehensive pediatric hospital supporting a full array of children's health services; and NYU Langone Hospital—Brooklyn, a full-service teaching hospital and level 1 trauma center located in Sunset Park, Brooklyn. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute–designated cancer center, and NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history.