Position Summary: We have an exciting opportunity to join our team as a Departmental Secretary.
In this role, the successful candidate will be responsible for performing general/standard clerical functions (filing, sorting mail , answering telephone, photocopying, etc.) and other office related procedures for a department or unit. Solves routine problems to complete a specific task, application of narrow, routine and standard office methods. May greets and assists visitors as needed.
Performs other related duties as needed by providers and supervisors.
Assists with the completion of special projects, reports and activities. Ensures requested and related information is accurate and complete. Brings any problems or questions to supervisors attention. Submits data to supervisor neat and well-written.
Maintains workload statistics and other data for departmental records. Records statistics in established time intervals designated by supervisor. Follows instructions given by supervisor and prepares information neatly.
Prepares simple, routine memoranda letters, labels, routine manuscripts, correspondence and other documents as needed. Reviews work for accuracy and completeness. May maintain routine calendar, assist in basic preparing for conferences and the related duties.
May assist, provide guidance and/or train less senior staff with completing intake related duties.
Scheduling and Coordinating Maintains routine calendar, schedules appointments, assist in preparing for conferences (checking the logistics and technical support, ordering and setting up food, etc.) and other related duties. May assists with special events planning.
Reports - Receives, classifies, reconciles and consolidates data. Compiles and prepares routine factual forms and reports based on information readily available, verify information, determines report format, identifies discrepancies and make corrections. Research problems, issues and concerns and responds to requests for information and summarizes data based on information compiled from various sources.
Reception/Public Contact - Provides information and assistance to clients and customers and answers inquiries for the general public. Answers routine and non-routine telephone calls, takes detailed messages, responds to inquiries and routes calls to appropriate parties. Refers calls, issues and questions not covered by specific instructions to supervisor. Meets, greets and direct visitors to appropriate parties. Announces individuals and direct them to the proper location.
Word Processing/Typing - Prepares simple memoranda, letters, labels; routine manuscripts, correspondence and other documents. Performs data entry, simple tabulations for report development. Reviews work for accuracy and completeness.
Filing - Sorts, matches, and files data in alpha, numeric sequence or subject order as needed according to specific instructions. Maintains records and logs of office filing and storage system to ensure retrieval of material from files upon request and keeps records of the movement of file materials.
Mail Distribution Receives, sorts and performs simple screening of mail and send out dated materials and other documentation according to predetermined instructions. Opens, sorts, routes and distributes mail to the appropriate party.
Clerical Support - Performs a variety of general clerical functions under direct supervision. Files, performs data entry, types, fax, prepares routine forms, performs simple tabulations, reviews forms for accuracy and completeness, photocopy and assembles materials.
Minimum Qualifications: To qualify you must have: An Associates Degree and 4 years of relevant experience or an equivalent combination of education and experience. This must include experience with overseeing office activities and administering budgets. 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 are 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.
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.
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Internal Number: 62801307
About NYU Langone Health
NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. Included in the 200+ locations throughout the New York area are five inpatient locations: Tisch Hospital, its flagship acute-care facility; Rusk Rehabilitation, ranked as one of the top 10 rehabilitation programs in the country; NYU Langone Orthopedic Hospital, a dedicated inpatient orthopedic hospital with all musculoskeletal specialties ranked top 10 in the country; Hassenfeld Children's Hospital at NYU Langone, a comprehensive pediatric hospital supporting a full array of children's health services; and NYU Langone Hospital—Brooklyn, a full-service teaching hospital and level 1 trauma center located in Sunset Park, Brooklyn. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute–designated cancer center, and NYU School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history.