Administrative Assistant - Otolaryngology Research * Experience With Research Administration**

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. 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 med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter and Instagram.

Position Summary:

We have an exciting opportunity to join our team as an Administrative Assistant.
The Administrative Assistant, Research will be responsible for the day-to-day operations in the Research Division of the Department of Otolaryngology and reports directly to the Division Administrator for Research. He/She will be responsible for administrative management of research activities (Bellevue and NYU) for the Department of Otolaryngology. The Administrative Assistant, Research will coordinate and track research purchasing, manage activities related to NYUSOM approval and compliance and assist in preparing grant submissions to various agencies. Provides back-up coverage for Executive Assistants and Project Assistants.

Job Responsibilities:

• Administrative, data and operational support for all Departmental Research Activity
  • Maintain and update Researcher database for funding agencies and sponsors
    • Biosketches
    • Funding and Other Support
    • Publications
• Track submissions and abstracts for research conferences
• Work directly with the VC for Research on research faculty and clinician scientist recruits
• Assist with putting together RAP package materials and coordinating interviews
• Assist with large grant submissions and cross campus communications as directed by the VC for Research
• Assist with ordering and setup for new labs/projects
• Track post doc administrative and immigration matters
• Work closely with other institutional support Departments in promoting efficient research activity.
  • Submit and track MCIT requests for Research personnel
  • Submit and track Facilities requests related to maintenance of Research office and lab space.
• Help organize laboratory meetings and lectures by visiting speakers (scheduling, room, invitations, minutes) and other research events as directed by the Vice Chair, Research
• Coordinate meetings and correspondence related to Resident Research rotations.
• Coordinate presentations of research faculty to residents (at least once every two years) and manage scheduling of presenters with the appropriate chief residents.  
• Document and respond to medical student research inquiries and facilitate communication with appropriate faculty
• Performs other duties as assigned

Minimum Qualifications:
To qualify you must have an Associate's degree in a related field. Minimum of three years of related experience in an administrative support role or the equivalent combination of education and experience. Proficient in the use of Microsoft Office Word, Excel, and Access. Ability to develop moderately sophisticated spreadsheets; set up routine computer procedures; resolve simple software/hardware problems. Ability to access e-mail, electronic calendars, and other basic office support software. Effective oral, written, communication, interpersonal and customer service skills. Ability to proofread documents and write clear, concise first draft. Ability to type at a speed of at least 50 net words per minute. Ability to multi-task while paying attention to detail. Ability to exercise administrative judgment and assumes responsibility for decisions, consequences, and results.

Preferred Qualifications:
Five years of responsible administrative experience.

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.
NYU Grossman School of Medicine 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 Grossman School of Medicine'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 $51,350.00 - $85,407.34 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