Administrator

New York Medical College•Town of Mount Pleasant, NY

3d•$80,000 - $100,000•Hybrid

About The Position

Serves as the senior administrative and business manager for the Basic Science Department, providing comprehensive administrative support to the Department Chair and faculty across faculty affairs, finance and operations, research administration, education, personnel management, and general departmental operations. Serves as an advocate and primary administrative resource for faculty and the Department Chair and as a liaison to the GSBMS and SOM Deans' Offices and central College departments. Provides oversight of departmental hard-dollar budgets, restricted and designated funds, grants, capital requests, personnel actions, faculty appointments and promotions, research administration, and departmental operations. Provides expertise in grants accounting and sponsored research administration and develops strong working relationships with the Office of Research Administration, Restricted Funds, Faculty Affairs, Human Resources, Academic Administration, and other institutional offices.

Requirements

Bachelor’s degree in Business Administration, Healthcare Administration, Finance, or Accounting.
Proficiency in Microsoft Office Suite 365 and demonstrated ability to work with institutional enterprise, financial, reporting, and research-administration systems, including applicable TouroOne/Banner modules, Tableau, Unimarket, and related platforms.
Minimum of 5 years of progressively responsible administrative or managerial experience, preferably in higher education or a research-intensive academic environment.
Experience supporting faculty, sponsored research, financial management, and senior academic leaders strongly preferred.
Excellent organizational skills, attention to detail, follow-through, written and verbal communication, sound judgment, discretion, and the ability to manage multiple priorities in a complex environment.
Demonstrated ability to work independently and collaboratively with faculty, executives, staff, students, and external partners; analyze financial and operational information; resolve problems; maintain confidentiality; and adapt readily to new responsibilities and systems.
High ethical standards and integrity are required.
Ability to sit for extended periods and occasionally lift materials up to 25 pounds.

Nice To Haves

Master’s in Business Administration or Master’s in Public Healthcare preferred.

Responsibilities

Serve as a subject matter expert in processing faculty appointments, promotions, and evaluations, ensuring accuracy, completeness, timely follow-up, and alignment with institutional policies.
Ensure accurate, organized, and up-to-date faculty records for appointments, promotions, credentials, evaluations, and related personnel actions.
Assist the Chair with faculty recruitment and onboarding, including organizing interviews and supporting the needs of incoming faculty.
In collaboration with the Office of Faculty Affairs and the Department Chair, coordinate departmental faculty development activities and disseminate College faculty development opportunities.
Maintain comprehensive working expertise in the TouroOne Enterprise environment, including applicable Banner applications and modules, and serve as a departmental resource for system navigation, reporting, troubleshooting, and process improvement.
Assist in the planning and preparation of operating and capital budgets and manage departmental hard-dollar, restricted, designated-purpose, grant, student award, and other applicable funds.
Serve as a proficient user of TouroOne Buy (Unimarket) and oversee departmental purchasing and payment processes, including purchase orders, retrofit/check requests, blanket orders, employee expense claims, travel reimbursements, honoraria, and other payments in accordance with institutional policies.
Actively manage and track grant balances and project end dates, ensure expenditures are consistent with sponsor and institutional requirements, and notify the Dean's Office of upcoming grant losses or funding gaps.
Work closely with Academic Administration on finance, HR, and operational matters, including preparation of the annual College budget.
Manage and oversee EPAFs, Separation PAFs, personnel requisitions, and related personnel actions.
Assist the Deans' Offices with space planning. Maintain appropriate space records and track changes and requests.
Serve as the departmental point of contact for the International Advisor and coordinate immigration and visa-related administrative matters for faculty, staff, fellows, students, and other departmental personnel, as applicable.
Support the Department Chair and faculty in their teaching responsibilities across the SOM and GSBMS.
Work with the appropriate Deans' Offices to obtain, maintain, and report faculty teaching hours and other teaching data for the SOM, GSBMS, School of Health Sciences and Practice, Touro College of Dental Medicine, and other programs as applicable.
Facilitate departmental research by serving as a liaison between the Department Chair/faculty and NYMC research resources, including but not limited to ORA, Institutional Review Board (IRB), Restricted Funds, Comparative Medicine, Core Facilities, and corresponding offices.
Guide and support faculty in completing time and effort reports to promote accuracy, timely attestation, and compliance with institutional and federal requirements related to sponsored research.
Maintain departmental information regarding funded and unfunded research and, in coordination with the Office of Medical Student Research, support access to current research opportunities for students interested in participation.
Serve as a point of contact for faculty seeking research support by connecting them with available institutional resources, including applied research assistance, biostatistics, biomedical informatics, artificial intelligence, epidemiology, Core Facilities, and other relevant services.
In collaboration with the Department Chair, faculty, and Office of the Vice President for Research, support the development and maintenance of appropriate research partnerships with research institutions, healthcare providers, and other external collaborators.
Provide expertise in grants accounting and grants regulations; maintain strong working relationships with ORA and Restricted Funds; and support faculty with administrative and financial matters throughout the sponsored-research lifecycle.
Provide leadership and supervision of assigned non-faculty employees of the department, including hiring, training, work allocation, counseling, performance evaluation, office scheduling, and prioritization of tasks.
Serve as liaison between the Department Chair, faculty, and staff and the Deans' Offices, ORA, Restricted Funds, Payroll, Human Resources, Academic Administration, and other central administrative departments.
Track and follow up with faculty and staff to support timely completion of required annual compliance training, including Conflict of Interest, harassment prevention, IT security, and other College-mandated programs.
Maintain departmental files on approved NYMC/Touro shared drives and systems in accordance with institutional IT security and file-retention requirements.
Review and approve timesheets for applicable faculty and non-faculty personnel and coordinate required time-and-effort or other personnel reporting in accordance with institutional requirements.
Represent the department at College meetings, including administrator, HR, finance, research, and operational meetings as assigned.
Gather data in support of LCME and other accreditation initiatives and reporting and assist with accreditation needs.
Coordinate with SOM/College Strategic Communications to support creation and maintenance of departmental webpages and to communicate departmental news, accomplishments, and other appropriate content.
Assist with student-facing departmental events, research activities, seminars, symposia, and other academic events as appropriate.
Support departmental communications and newsworthy activities in coordination with the Department Chair and SOM/College Strategic Communications.
Support College and departmental fundraising efforts by working with the Department Chair, Deans' Offices, Development, and other senior leadership to provide appropriate departmental information and support.
Support alignment of the Department Chair's schedule with NYMC-related academic, research, and institutional meetings and priorities, as applicable.
Assist the Deans' Offices with surveys and data requests related to space, research, teaching, faculty, finance, and departmental operations and support development of relevant metrics.
Perform other NYMC duties as assigned by Academic Administration.
Provide leadership and supervision of assigned non-faculty employees of the department, including selecting, hiring, training, counseling, and evaluating administrative and clerical personnel; oversee and coordinate office scheduling, work allocation, and prioritization of tasks; and serve as a guide and liaison for faculty in the recruitment process.