Position Summary:
We have an exciting opportunity to join our team as a Project Coordinator as a part of our Learning & Development team. This will be a fully onsite role based in Boynton Beach, FL.
Reporting to the Assistant Manager – Training and Performance Optimization, the Project Coordinator will support the CBO South office in the day-to-day administrative needs. The position will focus on project/program support and a variety of moderately complex clerical functions (gathers, receives, classifies, reconciles and consolidates data, moderate data analysis, coordinates efforts (e.g., scheduling appointments, tracking, supervising surveys, preparing presentations, etc.) with assigned staff, compiles information and prepares reports, summarizes documents, responds to routine and non-routine inquires and complains, greets and directs visitors, etc.) and other related duties for a supervisor or department. Excellent collaboration skills will be necessary to coordinate the various activities for the projects and work well under general supervision.
Job Responsibilities:
- Performs and participates in other job-related duties as required.
- Project Support – Provides project/program support in the preparation of project relevant materials that includes but is not limited to: assisting with project planning and implementation; managing the logistics of and coordinating content development for meetings, conferences, and other project-related events; assisting with the design, development and dissemination of project products and reports; coordinating and monitoring project budgets; coordinating proposal development and managing the proposal process; assisting with project data collection activities to maintain and improve the effectiveness of the workflow and ensure customer satisfaction.
- Reports – Receives, classifies, reconciles, and consolidates data. Compiles and prepares routine factual forms and reports based on information readily available, verifies information, determines report format, identifies discrepancies, and makes corrections. Research problems, issues, and concerns and responds to requests for information and summarizes data based on information compiled from various sources.
- Epic – Trained in Epic to complete requested tasks, including DAR label printing and responding to CBO Legal Billing Requests, some of which are high priority.
- Onboarding Training – Assists in onboarding new hires for Day 1 orientation, which includes reviewing Policy & Procedures, Direct Deposit, and overall acclimation to NYU Langone Health. Reviews workflows and makes recommendations for process improvement if applicable to ensure efficiency.
- Will provide QA of completed Legal Billing Request CRMs.
- Dual Notary in Florida and NY State.
- Train incumbent Project Assistant(s).
- Submit Travel and Expense reports on behalf of CBO South Site Director.
- Help to manage responsibilities of Senior Project Assistant(s) and Project Assistant(s).
- Sign-Off Manager in MyTime.
- Manages rotation coverage schedule of the Front Desk.
- I-9 Sterling Sign-off to identify and verify new hires.
- Moderate Clerical Functions including completing forms/reports, faxing, receiving, submitting purchasing requests, makes and/or receives calls.
- Word Processing/Typing – Prepares and proofreads memos, reports and applications. Independently prepares responses to routine correspondence. Develops documents for presentation or meeting.
- Scheduling and Coordinating – Independently maintains routine calendar, schedules appointments, assist in preparing for conferences (checking the logistics and technical support, ordering and setting up food, etc.) and other related duties. May assists with special events planning.
- Filing and Mail Distribution – Maintains office filing and storage systems by sorting, scanning recording and filing written material in alphabetical, numerical, or subject order as needed. Retrieves material from files upon request and keeps records of the movement of file materials. Opens, sorts, routes and distributes mail to the appropriate party. Screen mail to determine which letters can be answered independently.
- CBO Payer Website Access Requests to help activate/deactivate administrative profiles.
- Clerical Support – Makes and provides clerical support to the department/unit (photocopy, fax, mails, and files, data entry, sorts and distributes mail, etc.) and other related duties as needed. May order office supplies. Meets and greets clients; Resolves non-routine situations based on established policies and procedures and refers non solved issues and questions to the appropriate party.
- Employee Engagement: Helps to create office Newsletter.
- Assists Project Manager in tracking activities and managing open issues.
- Partner with HR, MCIT on ways for onboarding process improvement to reinforce critical concepts and workflows to optimize performance.
- Build and promote positive relationships with all stakeholders by promoting communication and support.
- Ensure Project Timelines stay on track.
Minimum Qualifications:
To qualify, you must have a High School Diploma. One to three years administrative experience or equivalent combination of training and relevant work experience.
Excellent interpersonal skills.
Strong customer service orientation.
Excellent analytical and problem-solving skills.
Excellent written and oral communication skills.
Ability to multi-task and/or coordinate multiple assignments are required.
Extensive knowledge of Windows platform including MS Word, Excel, PowerPoint and Outlook.
Light, accurate keyboarding skills required. Candidates must receive a score of 35 words per minute (wpm) or greater on the typing assessment that will be administered prior to onboarding.Basic knowledge of Excel required. Candidates are required to pass the Excel skills assessment prior to onboarding
Preferred Qualifications:
Bachelor’s degree preferred.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Langone Florida 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 Florida 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.
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Salaries shown on independent jobs related websites reflect market averages and do not represent information obtained directly from NYU Langone. We invite and encourage each candidate to discuss salary/hourly specifics during the application and hiring process.