Departmental Secretary

$62,069 - $62,069/Yr

NYU Langone Health - New York, NY

Full-time

New York, NY

1,001-5,000 employees

Hospitals

About the position

NYU Langone Health is a world-class, patient-centered, integrated academic medical center, known for its excellence in clinical care, research, and education. It comprises more than 200 locations throughout the New York area, including five inpatient locations, a children's hospital, three emergency rooms, and a level 1 trauma center. Also part of NYU Langone Health is the Laura and Isaac Perlmutter Cancer Center, a National Cancer Institute designated comprehensive cancer center, and NYU Grossman School of Medicine, which since 1841 has trained thousands of physicians and scientists who have helped to shape the course of medical history. 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. In this role as a Departmental Secretary, the successful candidate will be responsible for the office operation of the department and serving as Secretary to a Department Head. The position requires maintaining contact with various sections within the department and other NYULMC departments, planning and coordinating interrelated activities effectively and efficiently according to schedule, and ensuring efficient coordination of activities by responding quickly to requests. The Secretary will also be responsible for scheduling appointments and conferences, attending meetings, preparing minutes, and managing correspondence. The role involves taking and transcribing complex dictation, typing materials accurately, proofreading, editing, and organizing documents. The Secretary will also manage departmental supplies, maintain records, and ensure compliance with regulations. Additionally, the position requires greeting and directing staff, patients, and the general public, answering inquiries, and resolving problems in accordance with departmental policies. The Secretary will also be tasked with maintaining an organized filing system and ensuring that all information is up-to-date and accessible.

Responsibilities

• Assists in maintaining contact with sections in the department and other NYULMC departments.
• Plans and coordinates interrelated activities effectively and efficiently according to schedule.
• Makes requests to other areas, allowing them sufficient time to reply; responds quickly to ensure efficient coordination of activities.
• Conveys the correct information to involved parties.
• Schedules appointments and conferences, confirms attendance, and facilitates program operation.
• Attends meetings and participates on committees, as required; prepares minutes as required.
• Calculates figures correctly and verifies and records revenues and expenses accurately.
• Resolves discrepancies and maintains records according to departmental procedure.
• Takes and transcribes complex dictation; types materials neatly and accurately.
• Proofreads, edits, properly organizes and formats typewritten materials.
• Contacts the service/maintenance company for needed repairs and suggests software/hardware enhancements.
• Composes, prepares, and edits general correspondence; ensures responses are clear and grammatically correct.
• Collects, updates, and summarizes data and statistics for the department; submits neat and well-written data to the supervisor.
• Assigns, directs, and coordinates the work of subordinate clerical staff; monitors assignments for neatness and accuracy.
• Orders and maintains an inventory of supplies for the departments, ensuring adequate levels while adhering to budgetary restrictions.
• Greets, directs, and responds to the needs and requests of staff, patients, and the general public.
• Answers telephones and inquiries promptly, professionally, and courteously; directs calls appropriately.
• Sets up and maintains files and complex records of departmental and program activities; reviews and purges files as appropriate.

Requirements

• Graduate of a business/secretarial school or equivalent combination of academic and experience background.
• Minimum of four years of responsible secretarial experience required.
• Typing speed of 60 WPM and proficiency in Microsoft Application Skills required.
• Knowledge of medical terminology is required.
• Ability to effectively communicate with all levels of the organization.