Project Coordinator

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 a Project Coordinator.

This position is responsible for providing comprehensive administrative support and collaborating closely with all teams within the unit, while supporting the Senior Project Coordinator and Assistant Vice President. The Project Coordinator will undertake various organizational tasks, including timekeeping, roster management, event coordination, onboarding new hires, managing projects, coordinating meetings, and assisting with presentations for leadership/SRO events. The role requires a candidate with strong organizational skills, team collaboration abilities, project management experience, excellent communication skills, attention to detail and follow-up, and the ability to work independently and/or with minimal supervision. This position reports to the Senior Project Coordinator.

Job Responsibilities

Administrative Support:

• Assist the Sr. Project Coordinator with overall management of administrative duties and support for the unit, including but not limited to project schedules, onboarding new hires, supply requisitions, invoice payments and expense processing.
• Assist the AVP in developing materials and presentations for training and educational sessions, departmental seminars, and other activities. Additionally, support brainstorming team collaboration ideas and developing initiatives for employee engagement.
  
  

Timekeeping And Employee Roster Management

• Maintain accurate records of employee attendance and time off.
• Manage scheduling and employee roster adjustments efficiently.
• Ensure compliance with NYU policies regarding work hours and attendance.
  
  

Organizing Social Events

• Plan and coordinating social events for the unit, fostering team cohesion, wellness and morale.
• Arrange logistics such as venue booking, catering, and invitations.
• Manage budgets and ensure events are within allocated funds.
• Coordinate conference logistics, technical support, and catering. Assist in special events planning.
  
  

Onboarding New Hires

• Assist in the onboarding process for new employees.
• Coordinate equipment setup inquiries and ensure necessary resources are available.
• Assist with the exit process for departing employees.
  
  

Project Management

• Collaborate with other units and departments to develop and update the unit's website content.
• Utilize SharePoint/One Drive to its full potential for document management and collaboration.
• Stay updated on technological advancements and propose innovative uses of digital tools.
• Prepare and review documents, and generate status reports for ongoing and pending projects.
• Assist with ad-hoc projects for the unit, as needed.
  
  

Collaboration And Meeting Coordination

• Liaise with various SRO teams to schedule and organize meetings for the unit.
• Coordinate meeting logistics, including conference room bookings and WebEx/Zoom options
  
  

for virtual meetings.

• Circulate meeting agendas, distribute materials, and document minutes.
  
  

Required Skillset

Additional Position Specific Responsibilities:

Planning, Organizing, Collaborating and Decision Making

Perform within established priorities and across multiple functional areas.

Exercise initiative and sound judgment, escalating issues appropriately.

Contribute to developing solutions and complete assigned work independently and promptly.

Be action-oriented, eager to explore new opportunities, and embrace challenges with urgency.

Prioritize tasks effectively and demonstrate flexibility in a fast-paced environment.

Collaborative mindset to work effectively with diverse teams.

Strong analytical and problem-solving skills.

Communication

Strong verbal and written communication skills.

Ability to communicate effectively with staff, peers, senior management, and departments.

Collaborate and communicate in a timely manner across teams/departments.

Project Management

Basic understanding of project management principles.

Ability to coordinate tasks and timelines effectively.

Track progress and manage resources efficiently.

Ensure accuracy and completeness in tasks and projects.

Technology Proficiency

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to create clear and compelling presentations.

Familiarity with digital tools for document management and collaboration (e.g., OneDrive, SharePoint, Qualtrics, ClickUp).

Minimum Qualifications

To qualify you must have a Bachelor degree or equivalent in business administration, health care administration or related field or an equivalent combination of education and relevant experience. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook. Familiar with Internet applications.

Effective oral, written, communication, interpersonal skills. Ability to interface effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work within a team environment as well as independently. Time management skills and ability to work well under pressure. Ability to Project/Program manage and to multi task while paying attention to details.

Preferred Qualifications

2-3 years of Project/Program management experience preferred.

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 $62,400.00 - $63,600.00 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