NYU School of Medicine Project Assistant I/II in New York, New York
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 , a National Cancer Institute designated comprehensive cancer center, and , 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 tonyulangone.org, and interact with us on,,,Facebook,Twitter,YouTubeandInstagram.
We have an exciting opportunity to join our team as a Project Assistant I/II.
In this role, the successful candidate Under the supervision of the Associate Director, Donor Experience, the Project Assistant provides support in the daily operations of the Donor Experience team, focusing on event registration, mailing list manipulation, acknowledgement and invoice preparation, expense reconciliation and reimbursements, mailings and other general event logistics/administrative functions in support of the Associate Director and Senior Director of Donor Experience.
Manages event registration by answering phones, tracking RSVPS, and entering responses into Development s Blackbaud-based database (TRAX); fluent in the business rules created for the CRM, understanding and translating data to Luminate and TRAX .
Ability to maintain event income in TRAX database, ensuring integrity of translated entries from Luminate online registration.
Creates/mails/manages overall invoice and acknowledgement process pre and post event to ensure pledge fulfillment.
Processes vendor contracts and invoices, working closely with Sourcing on terms and tracking progression of approvals in tandem with event deadlines.
Manages and manipulates multiple event mailing lists; and various financial reports throughout duration of event cycle.
Handles special projects for the Coordinators, Event Managers and Senior Director of the Donor Experience team.
Follows up with event attendees and executive assistants for event guest names, dietary preferences, program listings, etc.
Provides on-site support for events.
Provides a variety of routine clerical functions.
Prioritizes work deadlines in order to establish efficiencies across multiple projects and within daily support role .
Answers phones, takes messages, and responds to inquiries and routes calls in a timely manner
Coordinates with team members to order event supplies, and oversees event stock on a quarterly basis to ensure supplies are available at the ready.
Other duties as assigned.
To qualify you must have a Associates degree required.
2-3+ years of relevant experience
Ability to work as part of a team, under pressure in a deadline-driven environment, while balancing working with a multitude of high-level executives both internally and externally
Resilient, agile and collaborative with excellent organizational, interpersonal and communication skills
Ability to multi-task and willingness to learn
Proficient at identifying solutions and efficiency to get the most out of the available resources (e.g. people, budget, equipment, space, etc.); involves the right people to obtain needed information
Solid writing skills; writing test to be administered during application process
Commitment to accuracy and attention to detail
Ability to interact effectively with all levels of diverse public
Ability to handle multiple concurrent assignments and meet deadlines
Displays a can-do attitude with enthusiasm; identifies what needs to be done and executes
Takes action without undue oversight and starts work quickly
Communicates the status and completion of assignments
Stays focused on tasks despite disruptions or obstacles
Demonstrates excellent computer skills, especially Microsoft Word, Excel, Outlook, Zoom, WebEx, database applications, software management, and internet; strong ability and desire to both learn new technology and train others.
Knowledge/willingness to learn HIPPA rules.
Seasonal evening and occasional weekend work is required.
Bachelors degree preferred
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 . Please to view the Federal "EEO is the law" poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information. To view the Pay Transparency Notice, please .
NYU Langone Medical Center 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.