Executive Assistant to Chair - Department of Otolaryngology

Job ID: 1164499_RR00122304

Facility: NYU Grossman School of Medicine

Position Type: Full-Time/Regular

Shift: Day

Schedule: Monday to Friday; 9:00AM -5:00PM

Department: Administrative/Office Support, NYU Grossman School of Medicine, Otolaryngology-Research+ Admin (S1830),

Position Summary:

We have an exciting opportunity to join our team as an Executive Assistant to Chair.

The Executive Assistant to the Chairman is responsible for the day-to-day operations of the Office of the Chairman in the Department of Otolaryngology. They will be responsible for coordinating major Departmental special events, maintaining some departmental national and international mailing lists and alumni mailing lists and event management. The Executive Assistant will coordinate faculty meetings with the Chairman and prepare minutes for monthly Departmental Faculty meetings.

Job Responsibilities:

• Maintain professional demeanor at all times with physicians, co-workers and patients. Responsible for any other duties as stipulated by an Executive Leadership member of the Department, including but not limited to the Department Chairman or the Department Administrator.
• Coordinate and manage Chairman’s calendar including meeting schedules and all travel arrangements.
• Assist with Call Schedule.
• Assist with Faculty Recruitment logistics and execution.
• Assist with Department website maintenance.
• Coordinate all major Departmental special events.
• Maintain mailing lists for national, international and alumni programs.
• Coordinate monthly Faculty Meeting agendas, printed materials and minutes.
• Answers and directs telephone calls to the Chairman’s Office.
• Coordinate all travel arrangements for academic meetings and presentations.
• Perform a variety of complex clerical functions, including preparation of highly confidential, non-routine letters and memos.
• Maintains files in an organized, efficient, accurate, and timely manner.
• Coordinate schedules for visiting faculty and faculty recruitments.
• Assists with special projects as designated by the Chairman or Department Administrator.
• Assist in answering phones for Departmental Administration. Screen incoming calls and correspondence and respond independently when possible.
• Prepare all necessary reimbursement and payment documents for Chairman’s office.
• Maintain a neat and orderly work area.
• Work as a functional member of the Department. Attend staff meetings as requested.
• Assist in the training of new personnel.
• Help to organize and distribute the departmental on call schedule and manage conflicts. This can now be worked out with the new departmental clinical vice chairman.
• Ensure service excellence by becoming familiar with the seven principles of behavior and putting them into practice in carrying out job responsibilities.HIPAA Conform to all applicable HIPAA compliance and safety guidelines.

Minimum Qualifications:
To qualify you must have a Bachelor’s degree from a four-year college or university required. Three-five years related experience and/or training; or equivalent combination of education and experience preferred.Ability to meet deadlines. Strong organizational skills. Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to work independently and takes initiative to assist in improving overall office operations. Strong interpersonal skills. Computer experience with Word, Excel, Power Point, and outlook email.

Preferred Qualifications:
Preferred Qualifications: None

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. 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, w…