"Administrative Assistant, Zucker School of Medicine at Hofstra/Northwell"

Position Title: Administrative Assistant, Zucker School of Medicine at Hofstra/Northwell

School/Division: School of Medicine

Office: Zucker School of Medicine - Office of Student Records

Full Time/Part Time: Full-Time

Reporting to the Registrar and Director of Student Records, the Administrative Assistant provides support and coordination for the Office of Student Records. This position requires the use of independent judgment in planning, attention to detail, prioritizing a diversified workload, and discretion in regular communications with students, faculty, and administration at Hofstra University, the Zucker School of Medicine (ZSOM), and Northwell Health.

Responsibilities include, but are not limited to:

• Assists with the day-to-day operations of the Office of Student Records by providing direct support to the Registrar and Director of Student Records and Program Manager of Student Records.
• Prepares documents, reports, surveys, and presentations as needed.
• Responds to routine and non-routine correspondence with faculty, staff, and students.
• Handles confidential and non-routine information and explains policies and procedures when necessary.
• Establishes, develops, and maintains electronic correspondence logs and database tracking systems.
• Schedules and coordinates support for all necessary meetings. Prepares and compiles materials and meeting minutes as needed.
• Assists with the processing of visiting student applications using the Visiting Student Learning Opportunities (VSLO) system and tracks any applications received from other affiliated institutions.
• Assists with ZSOM students' requests, and corresponds regularly with 23 clinical departments across multiple sites in Northwell Health.
• Assists with the processing of medical education verifications and documents requests from current students and alumni.
• Troubleshoots access issues as they arise, working as a liaison between the medical students and Northwell personnel.
• Assists with data requests as needed.
• Performs other related duties as assigned.

Qualifications:

• Bachelor's degree required.
• At least 2 years of progressive experience providing administrative support in a fast-paced, intellectually challenging environment.
• The candidate must be a team player, but also comfortable with working independently.
• Superior organizational skills, verbal and written communication skills, and demonstrated customer service experience and attention to detail.
• Strong personal and professional integrity, ability to practice and demonstrate high ethical standards is essential.
• Demonstrated commitment to creating an equitable and inclusive environment; experience working with and serving people from a variety of culturally diverse backgrounds.
• Ability to exercise mature, independent judgment to maintain efficiency and accuracy while demonstrating exceptional collaborative skills.
• Advanced ability to use current software (Microsoft Office products, Google Docs, virtual meetings).

EEO Statement: Hofstra University is an equal opportunity employer and is committed to extending equal opportunity in employment to all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, physical or mental disability, marital or veteran status or any other characteristic protected by law.