Departmental Secretary - Interventional Cardiology Job at NYU Langone Hospitals

Overview

NYU Langone Health is a fully integrated health system that focuses on quality and patient outcomes. It includes six inpatient locations, the Perlmutter Cancer Center, over 320 outpatient locations, two tuition-free medical schools, and a large research enterprise with NIH funding. For more information about NYU Langone Health, refer to the organization’s online materials.

Position: Departmental Secretary

We have an exciting opportunity to join our team as a Departmental Secretary. In this role, the successful candidate will be responsible for the office operation of the department and serving as Secretary to a Department Head.

Responsibilities

• Maintain contact with sections within the department and with other departments.
• Plan and coordinate interrelated activities according to schedule.
• Request information from other areas with sufficient lead time and respond promptly to ensure efficient coordination.
• Convey accurate information to involved parties.
• Schedule appointments and conferences, confirm attendance, and support program operations.
• Attend meetings and participate on committees as required; prepare minutes when needed.
• Handle financial figures, verify and record revenues and expenses accurately.
• Resolve discrepancies and maintain records according to departmental procedures.
• Take and transcribe complex dictation; type materials neatly and accurately; use the appropriate dictation tools when required.
• Type and transcribe materials promptly; proofread, edit, organize, and format documents; use word processing tools efficiently.
• Coordinate with service/maintenance for repairs and provide suggestions for software/hardware enhancements as appropriate.
• Prepare, edit, and format general correspondence; ensure responses are clear and grammatically correct.
• Route complex correspondence to the supervisor and attach related records as needed.
• Collect, update, and summarize data and statistics for the department; submit neat and well-written data to the supervisor.
• Obtain accurate data sufficient to satisfy project requirements.
• Assign, direct, and coordinate the work of subordinate clerical staff; delegate tasks to maximize efficiency and monitor completion.
• Order and maintain an inventory of supplies; manage budget adherence and ensure adequate stock levels.
• Coordinate with vendors, Purchasing, Receiving, Accounts Payable, and Printing as needed; suggest alternative supplies or sources as appropriate.
• Arrange for repair or removal of malfunctioning equipment as directed.
• Greet and direct staff, patients, and the general public; answer phones promptly and professionally; identify the department when answering.
• Direct calls and visitors based on inquiry content; obtain information, answer questions, and resolve routine problems per policies and procedures.
• Take messages with date and time; communicate them promptly.
• Set up and maintain complex departmental records and filing systems; ensure organization and retrievability.
• Maintain information in compliance with departmental, NYULH, Federal, State, and City regulations; periodically review files and renewals as needed.
• Any other data processing or clerical tasks as assigned by management.

Minimum Qualifications

• High School Diploma required.
• Minimum of four years of secretarial experience required.
• Proficient typing (50 WPM) and Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Knowledge of medical terminology.

Preferred Qualifications

• Bachelor's Degree

Additional Information

Qualified candidates must effectively communicate with all levels of the organization.

NYU Langone Health provides benefits and wellness programs designed to support employees and their families, including career development, time off, and resources focused on physical, mental, nutritional, sleep, social, financial, and preventive well-being. NYU Langone Health is an equal opportunity employer and supports inclusion in all aspects of recruiting and employment. Applications are completed online.

Salary information: The salary range for this role is $65,792.89 annually. Actual salaries depend on factors such as experience, education, and hospital need. This range does not include bonuses, incentives, or other compensation. For Pay Transparency information, please view the notice provided by NYU Langone Health.