Administrative Coordinator - Real Estate Development and Facilities

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. For more information, go to nyulangone.org, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter, YouTube and Instagram.

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

The Administrative Coordinator 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:

• Bachelor s Degree required
• 2 years of relevant experience or the equivalent combination of education and experience
• 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:

• 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.

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.

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 - $72,628.62 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