Position Summary: We have an exciting opportunity to join our team as a Departmental Secretary.
In this role, the successful candidate Responsible for the office operation of the department and serving as secretary to a department head.
Assists in maintaining contact with sections in the department and other NYULMC departments. Plans and coordinates interrelated activities effectively and efficiently according to schedule. Makes requests to other areas, allowing them sufficient time to reply; he/she, in turn, responds quickly in order to ensure efficient coordination of activities. Conveys the correct information to involved parties. Schedules appointments and conferences, confirms attendance, and facilitates program operation. Attends meetings and participates on committees, as required; prepared minutes as required.
Calculates the figures correctly. Verifies and records revenues and expenses accurately. Resolves discrepancies and maintains records according to departmental procedure.
Takes and transcribes complex dictation. Types materials neatly and accurately; utilizes the Dictaphone proficiently when required. Types and transcribes materials promptly. Proofreads, edits, properly organizes and formats the typewritten materials. Uses the word processor efficiently. Contacts the service/maintenance company for needed repairs and makes suggestions to the supervisor for software/hardware enhancements.
Composes, prepares, and edits general correspondence. Prepares responses which are clear, grammatically correct and meet content requirements. Completes responses and send them out promptly. Properly formats responses. Routes complex correspondence to the supervisor and attaches related records or information to the correspondence.
Collects, updates, and summarizes data and statistics for the department. Submits data to the supervisor which is neat and well-written. Requested and related information is accurate and complete. Utilizes appropriate sources to complete the assignment. Obtains appropriate data sufficient to satisfy the project requirements.
Assigns, directs, and coordinates the work of subordinate clerical staff. Utilizes personnel efficiently by delegating assignments. Monitors assignments to ensure neatness, accuracy and completion. Ensures that tasks are completed in accordance with established practices.
Offers continuing guidance and assistance to employees on work activities, procedures and performance-related issues as appropriate.
Orders and maintains an inventory of supplies for the departments. Ensures there is an adequate level of supplies available on an ongoing basis while adhering to budgetary restrictions. Orders supplies on regularly specified basis and processes any exceptions upon request. Order the correct type of supply based on supervisors instructions and/or past practice. Initiates follow-up with the Vendor/General Stores, Purchasing, Receiving, Accounts Payable or Printing as needed. Understands the use and purpose of departmental supplies in order to suggest alternative supplies and sources or answer related questions concerning the supplies. Arranges for the repair/removal of malfunctioning equipment according to the supervisors instructions.
Greets, directs, and responds to the needs and requests of the staff, patients and general public. Answers telephones and inquiries promptly, professionally and courteously. Identifies the department when answering the phone. Directs telephone calls and visitors appropriately based on content of inquiry. Obtains information, answers questions and resolves routinely moderate problems in accordance with departmental and/or Medical Center policies and procedures. Takes messages accurately, dates them (with day/time) and conveys them on a timely basis.
Sets up and maintains files and complex records of departmental and program activities. Maintains records in an organized and up-to-date manner; establishes filing system which allows for prompt retrieval of all information. Completes filing accurately and promptly. Maintains information for the department in accordance with departmental, Medical Center, Federal, State and City Agency regulations. Periodically reviews files to check whether renewals are due, copies are clear, or whether additional information is necessary; initiates corrective follow-up. Reviews and purges files as appropriate.
Any other data processing or clerical work as assigned by the management.
Performs other duties as assigned.
Minimum Qualifications: To qualify you must have a Graduate of a business/secretarial school of equivalent combination of academic and experience background. Minimum of four years of responsible secretarial experience required. Typing (60 WPM) and Proficient in Microsoft Application Skills required. Knowledge of medical terminology.
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.