NYU Langone Hospital—Brooklyn is a full-service teaching hospital and Level I trauma center located in Sunset Park, Brooklyn. The hospital is central to a comprehensive network of affiliated ambulatory and outpatient practices, and serves as NYU Langone Health’s anchor for healthcare access, growth, and delivery in the entire borough. At NYU Langone Health, equity 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 inclusion and individual skills, ideas, and knowledge.

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Position Summary:
We have an exciting opportunity to join our team as a Program Associate.

In this role, the successful candidate Responsible for providing administrative support for activities related to departmental residency programs and program
leadership. Plans and coordinates program meetings and residency conferences and assists in program-related activities
and events. Uses judgment and discretion to create, interpret and analyze data for reporting purposes. Works under
general supervision.

Job Responsibilities:

Reports – Prepares and reviews documents independently. Maintains residency program information in appropriate
systems. Receives, classifies, reconciles and consolidates data related to evaluations, duty hours, and any other
compliance requirements. Compiles, prepares, and distributes reports. Tracks completion requirements and follows up
with non-compliant parties. Verifies, interprets and analyses information, determines report format, identifies
discrepancies and makes corrections. Researches problems, issues and concerns and responds to requests for information.
Summarizes data based on information compiled from various sources.

Clerical Functions: Triages all communication (phone, mail, email, and fax) and responds to inquiries or initiates
appropriate action on all inquiries for the residency program and residency program leadership. Distributes
correspondence, agendas, reports and schedules (noon conference, master conference schedule, call schedule etc.).
Assists in activities such as data entry, time keeping and distribution. Prepares, submits and tracks travel reimbursement
requests for residency program. Assists in the preparation of the department’s budget report, prepares payments and check
requests for payments to vendors as needed. Provide messenger services as needed.

Word Processing/Typing: Prepares and proofreads memos, presentations, reports and applications. Independently
prepares responses to routine correspondence. Develops documents for presentation or meeting. Assists in the preparation
of letters of recommendation/verification of employment/training for residents.

Scheduling: Maintains routine calendar, schedules meetings/semi-annuals, assist in preparing for conferences (checking
the logistics and technical support, order and set up food, etc.) and other related duties. Assists and coordinates special
events planning. Distributes correspondence, agendas, reports and schedules (noon conference, master conference
schedule, call schedule etc.)

Filing & Mail Distribution: Updates and maintains residency documentation/records and files in appropriate systems
(e.g. New Innovations) Maintains office filing and storage systems by sorting, recording and filing material as needed.
Updates and oversees virtual filing system by scanning and uploading alumni and resident documents. Retrieves material
from files upon request and keeps records of the movement of file materials. Opens, sorts, routes and distributes mail to
the appropriate parties. Screens mail to determine which letters can be answered independently.

Clerical Support: Provides clerical support for the residency program (photocopy, fax, files, data entry, sorts and
distributes mail, etc.) and other related duties as needed. Orders office supplies and keeps updated inventory. Meets and
greets resident applicants. Resolves non-routine situations based on established policies and procedures and refers unsolved
issues and questions to the appropriate party.

Program Support: Uses judgment to provide project/program support to supervisor and residency program leadership.
Assists in preparing project relevant materials that includes but is not limited to: creating surveys, tracking project status,
collecting data, organizing and maintaining collected data, following up on missing project items, following deadlines
and ensuring project goals are being met. Assists with project and event planning and implementation, manages the
logistics of and coordinates content development for meetings, conferences, and other project-related events; assists with
the design and development of project reports. Assists with program related proposals, required data collection and
tracking of deliverables.

Participates in administration meetings and assists with implementing new initiatives and improving workflow
effectiveness. Attends monthly institutional residency program meetings as directed to stay informed of institutional
requirements for assisting in the administration of residency training programs. Maintains knowledge of ACGME
requirements for administration of residency training programs.

Performs and participates in other job related duties as required.

Minimum Qualifications:
To qualify you must have a Associates’ Degree is required. Minimum of 2 years of related experience in an office setting or the equivalent combination of education and experience. Effective Oral, written communication and interpersonal skills. Computer Skills -Working knowledge in the use of Microsoft Office Word, Excel, Powerpoint and Access. Ability to develop basic formulas for spreadsheets; set up routine computer procedures; Ability to access e-mail, electronic calendars, and other basic office support software. Ability to proofread documents and write clear, concise 1st draft. Ability to type at a speed of at least 45 net words per minutes.Knowledge of standard office practices. Ability to multitask while paying attention to details. Ability to use standard office equipment such as copy machines, multi-line telephones, fax machines.

Preferred Qualifications:
Bachelor’s degree with 2 to 3 years of related experience in an office setting is preferred.

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

NYU Langone Hospital—Brooklyn 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.

At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it’s developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Langone Hospital—Brooklyn is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal. 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 $41,137.16 – $65,424.22 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.

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