Executive Assistant to Vice President

Executive Assistant to Vice President

Job ID: 1149537_RR00110084

Facility: NYU Langone Health

Position Type: Full-Time/Regular

Shift: Day

Schedule: M-F; 9-5PM or 8:30-4:30PM (remote days on Friday)

Department: Administrative/Office Support, Clinical Affairs & Affiliates (C1722), NYU Langone Health

 

NYU Langone Health is a fully integrated health system that consistently achieves the best patient outcomes through a rigorous focus on quality that has resulted in some of the lowest mortality rates in the nation. Vizient Inc. has ranked NYU Langone the No. 1 comprehensive academic medical center in the country for three years in a row, and U.S. News & World Report recently placed nine of its clinical specialties among the top five in the nation. NYU Langone offers a comprehensive range of medical services with one high standard of care across 6 inpatient locations, its Perlmutter Cancer Center, and over 320 outpatient locations in the New York area and Florida. With $14.2 billion in revenue this year, the system also includes two tuition-free medical schools, in Manhattan and on Long Island, and a vast research enterprise with over $1 billion in active awards from the National Institutes of Health.

For more information, go to NYU Langone Health, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

Position Summary:
We have an exciting opportunity to join our team as an Executive Assistant to the Vice President.

In this role, the successful candidate will support the Faculty Group Practice (FGP) Vice President for Ambulatory Care & Business Strategy as well as the Vice President for Professional Billing. This position is responsible for coordinating and managing administrative activities for staff and ensures efficient administrative operations. This position reports to the director of business development and operations.

Job Responsibilities:

• Coordinates the day-to-day activities of all offices including but not limited to supply/inventory, equipment management, scheduling budget and clinical/regulatory compliance and refund/correspondence processing.  Develops policies, procedures and systems which ensure productive and efficient administrative operations. 
• Supports leadership in problem solving and project planning/coordination to ensure efficient services.  Assists in the development and execution of goals and objectives and serves as a primary point of contact for all administrative issues.
• Gathers, enters and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Researches and analyzes data related to administrative functions. 
• Prepares a variety of communications, reports, charts, written documents, etc. detailing the findings which may be highly sensitive and confidential in nature.
• Maintains schedules/calendars, screens and handles telephone communications; evaluates incoming and outgoing correspondence and prepares responses as appropriate.  Organizes and facilitates meetings, conferences and other special events including Employee Engagement activities, as required, including identifying needed resources and arranging for required support (i.e., Technical, A/V, etc) for meetings and events.
• Maintains office staff job results by recruiting, selecting, orienting, and training employees, as well as coaching, counseling and disciplining;  planning, monitoring and appraising job results.
• Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Maintains office efficiency by planning and implementing office space, layouts and equipment needs. 
• Sends ad-hoc communications to staff.
• Maintains professional and technical knowledge by attending educational workshops.
• Demonstrates knowledge of the organization’s Core Values and incorporates them into the performance of duties.
• Serves as backup support for the Executive Assistant to the Sr. Vice President for Clinical Affairs and Ambulatory Care 
• Performs other duties as assigned.

Minimum Qualifications:
To qualify you must have a Bachelor’s Degree required with 3-5 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 are required.

Qualified candidates must be able to effectively communicate with all levels of the organization.

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 $67,771.14 – $106,766.16 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.