Administrative Assistant - Office of Admissions and Financial Aid - NYU Langone

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, diversity, 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 diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go tomed.nyu.edu, and interact with us onLinkedIn,Glassdoor,Indeed,Facebook,TwitterandInstagram.

Position Summary:

We have an exciting opportunity to join our team as an Administrative Assistant.The Administrative Assistant provides administrative support and reports to the Director of the Office of Admissions and Financial Aid. This roles serves as a source of information for prospective and current students and assures the smooth operation of the day-to-day activities of the office. Specific responsibilities include maintaining the Deans calendar, correspondence, responding to prospective student inquiries, various administrative tasks, and other duties as needed.

Job Responsibilities:

• Provides comprehensive administrative support for the Office of Admissions and Financial Aid to optimize workflow and efficiency.
• Coordinates meeting schedules for the Associate Dean of Admissions and Financial Aid, ensuring seamless logistics including room reservations, A/V setup, virtual meeting arrangements, and catering.
  • Assists in promptly responding to prospective applicant inquiries via email and phone, escalating concerns or questions to the Director of Admissions & Financial Aid as needed.
• Drafts and formats various documents, including emails and presentations, for review by the Director, ensuring clarity and professionalism.
• Collaborates with staff on various projects and events such as AOA Dinner, First Look, Second Look, and Admissions Thank You Dinner, contributing to their successful execution.
• Demonstrates understanding of medical school admissions processes and requirements, enabling effective assistance to applicants via email or phone.
• Manages complex calendars, ensuring smooth scheduling arrangements involving multiple parties, and promptly resolving any conflicts that arise.
• Coordinates scheduling between Dean of Admissions and Financial aid and our current, accepted, and prospective students.
  • Tracks all of these student meetings for the Dean to follow up with to help mentor the students during their time at NYUGSOM.
• Prepares, manages, and tracks all accounts payable documents, ensuring compliance and accuracy, including purchasing supplies, reconciling P-card activity, processing purchase orders, vendor relations, and managing invoices and reimbursements.
• Maintains confidentiality and discretion when handling sensitive information such as student records or financial data.
• Supports the coordination of meetings for the annual AOA review, including gathering documents and arranging Zoom meetings.
• Coordinates scheduling for office meetings and events, including AFA team monthly meetings, AFA bi-monthly outings, and bi-annual performance meetings.
• Manages office supplies inventory, ensuring adequate stock levels and ordering supplies as needed.
• Coordinates travel arrangements for the Associate Dean, including booking flights, hotels, and transportation, and processing travel expense reimbursements.
• Assists with additional projects as required during busy seasons, contributing to the overall effectiveness of the office.

Administrative Assistant Skills and Qualifications:

• Organizing, ability to multi-task, close attention to detail and the ability to plan ahead, ability to work under pressure, strong interpersonal skills including written and verbal communication, ability to work both independently and as part of a team,

The administrative assistant should have:

• Organization, motivation, and time management to complete projects.
• Technology skills are sophisticated and the ability to quickly to learn new platforms that are utilized.
• Ability to multi-task while paying attention to details.
• Ability to access e-mail, electronic calendars, Zoom, Webex, and other basic office support software.
• Effective oral, written communication, and interpersonal and customer service skills.
• Ability to work independently, and prioritize tasks.
• Proficient in Office Suite (Microsoft Excel, PowerPoint, Word, and Outlook).

Minimum Qualifications:

To qualify you must have an Associate's degree in a related field. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience. Computer Skills - Proficient in the use of Microsoft Office Word, Excel, and Access. Ability to develop moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems. Ability to access e-mail, electronic calendars, and other basic office support software. Effective oral, written, communication, interpersonal and customer service skills. Ability to proofread documents and write clear, concise first draft. Ability to type at a speed of at least 50 net words per minute. Ability to multi-task while paying attention to detail.Ability to exercise administrative judgment and assumes responsibility for decisions, consequences, and results.

Preferred Qualifications:

Five years of responsible administrative experience.

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 state Law on Salary Transparency in Job Advertisements. The salary range for the role is $62,400.00 - $65,000.00 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