Administrative Coordinator

1148409_RR Job ID: _RR

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.

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Position Summary
We have an exciting opportunity to join our team as a Administrative Coordinator.

In this role, the successful candidate is responsible for managing administrative operations and supporting the leadership team to ensure efficient, productive, and compliant office functions. This role involves coordinating a variety of office and project-related tasks, maintaining organization-wide standards, and providing administrative support to multiple levels of management and project teams.

Job Responsibilities

• Office Operations & Efficiency:

• Maintain office efficiency by planning and implementing office layouts, space usage, and equipment needs.

• Coordinate day-to-day office activities, including supply management, timekeeping and scheduling, and inventory and equipment logistics.

• Administrative Support:

• Support leadership in problem-solving, project planning, and the execution of goals and objectives.

• Works with the office manager to assist with onboarding employees; ensuring they have the appropriate equipment and system access on day one
• Organize and facilitate meetings, conferences, and special events, including employee engagement activities, ensuring required resources (e.g., A/V) are in place.
• Schedule and coordinate complex arrangements across multiple parties, including Directors and Project Managers, and handle correspondence based on subject relevance.
• Serve as a primary contact for administrative issues and respond to inquiries in a professional and timely manner.

• Gather, enter, and update data to maintain departmental records and databases; establish and maintain files for the office.

• Project Coordination & Support:

• Prepare, track, and close out Task Orders, Purchase Orders, Change Orders, Special Inspection Orders, and Contracts in Unifier for project teams.

• Coordinate weekly project team meetings and provide backup support as needed.

• Review, approve, or reject Hot Works and Above Ceiling Permits as needed, and track vehicle registrations and inspections.

• Communication & Reporting:

• Maintain schedules/calendars for multiple management roles, screen and manage calls, and oversee outgoing correspondence.

• Ensure information is appropriately shared within the team and identify trends for leadership review.

• Specialized Tasks:

• Assist with special events planning, including resource setup and logistical coordination.

• Prepare and schedule FedEx shipments for correspondence and project materials.
• Laminate signage for specific projects and provide additional clerical support as required (e.g., photocopying, mailing, filing).

Additional Position-Specific Responsibilities

• Host weekly project meetings to update team members and track project milestones.
• Provide administrative support to ensure workflow continuity, resolve non-routine issues per policies, and refer unresolved matters to the appropriate contacts.

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.

Preferred Qualifications
Bachelors Degree and 2 years of relevant experience, or equivalent combination of education and experience.

Strong interpersonal, verbal, and written communication skills, with excellent organizational and multitasking abilities.

Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

Ability to interpret and implement policies, manage complex schedules, and communicate effectively with a diverse audience and with minimal supervision.

Exceptional problem-solving skills and ability to handle confidential information with discretion.

Demonstrate the ability to identify problems and implement or recommend solutions, ability to interpret and apply policies and procedures within limits of authority, and the ability to learn and adapt to new technology relating to office practices and procedures

Must maintain confidentiality of information, pay attention to detail and work effectively despite interruptions

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.

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 Langone Health 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 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 $58, $67,000.00 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