Administrator

New York Medical College•Town of Mount Pleasant, NY

5d•$80,000 - $100,000

About The Position

The Department Administrator is responsible for providing comprehensive administrative support to the respective department chairs and faculty. This role encompasses faculty affairs, financial and operations management, research coordination, education support, and general administration, ensuring efficient and effective department operations.

Requirements

Education requirement: Bachelor's degree in a relevant field (e.g., Healthcare Administration, Business Administration) or an equivalent combination of education and progressively responsible experience will also be considered. Advanced coursework or a graduate degree may be helpful but is not required.
Prior experience: Minimum of 5 years of administrative/managerial experience, with proven success working with executives and or senior leaders and supervising staff in a similar role within a medical or educational setting.
Technical/computer skills: Proficiency in Microsoft Office Suite, database management, and financial software
Other skills/requirements: Demonstrate excellent organizational skills with strong attention to detail and follow‑through, along with exceptional written and verbal communication abilities that support effective interaction with faculty, executives, staff, students, and external partners. The role requires the ability to work independently, exercise sound judgment, and collaborate successfully as part of a team. Strong problem‑solving skills and the capacity to manage and prioritize multiple projects in a fast‑paced environment are essential. The candidate must be able to maintain strict confidentiality and use appropriate discretion when handling sensitive information. Experience supporting financial processes—including budget preparation, forecasting, and basic financial analyses—is important, as is the ability to manage and interpret data while working collaboratively with research administration and other institutional stakeholders.

Nice To Haves

Licenses or certifications: None required, but certifications in project management or healthcare administration are a plus

Responsibilities

Faculty Affairs: Serve as a subject matter expert in processing faculty appointments, promotions, and evaluations, ensuring accuracy, completeness, and alignment with institutional policies. Collaborate closely with the Office of Faculty Affairs to guarantee all documentation and procedures meet established standards. Proactively follow up throughout each stage of the process to facilitate timely review and finalization.
Ensure accurate, organized, and up-to-date faculty records for all appointments, promotions, credentials, and evaluations, supporting compliance, reporting, and departmental operations; including copies to Human Resources
Assist with onboarding faculty and staff and preparing faculty for promotion, including ensuring faculty CVs meet institutional formatting standards. Faculty members are responsible for maintaining and updating their CVs; the administrator will work with OFA to ensure CV is ready for appointment or promotion.
In collaboration with the Office of Faculty Affairs, coordinate departmental faculty development programs and disseminate NYMC faculty development opportunities to faculty.
Finance and Operations: Maintain comprehensive expertise in the TouroOne Enterprise system, including all Banner applications and modules. Act as a resource for system navigation, troubleshooting, reporting, and process optimization to support administrative functions and ensure data integrity across departments.
Supervise and delegate Finance and Operations (F&O) Coordinator to accurately prepare and submit Electronic Personnel Action Forms (EPAFs) within the Banner system, ensuring all required data fields and justification comments are complete and compliant with institutional guidelines. Monitor the progress of submitted EPAFs and follow up as needed to ensure timely approval and processing.
Supervise and delegate F&O Coordinator to complete and submit Personnel Requisition Forms (HR-3 form) with accurate position details, justification, and job descriptions in alignment with institutional needs. Ensure thorough follow-up to facilitate timely review, approval, and processing through appropriate channels.
Serve as a proficient budget manager, utilizing Banner Self-Service (SSB) and Tableau to oversee departmental hard dollars, grants, designated purpose funds, affiliation funds, and student award funds. Supervise and delegate F&O Coordinator to reconcile and conduct detailed financial analyses to support departmental planning and decision-making, and provide regular financial reports and insights to both the department and Dean’s Office.
Serve as a proficient user in the TouroOne Buy (Unimarket) online purchasing system. Supervise and delegate F&O Coordinator to process purchase orders, retrofit orders (check requests), blanket orders, employee expense claim reimbursements, and manage the processing of honoraria payments to outside speakers in accordance with institutional policies.
Supervise F&O Coordinator to actively monitor and track grant balances, ensuring that project funds are utilized efficiently and in compliance with sponsor guidelines. Proactively manage grant end dates and notify the Dean's Office of any upcoming grant losses or funding gaps. Supervise F&O Coordinator to maintain an accurate and up-to-date grant database for the department, ensuring all records are complete and accessible. Collaborate regularly with faculty and Office of Restricted Funds to discuss funding issues, provide guidance on grant management, and address any concerns related to project budgets.
Work closely with the Office of Academic Administration on finance, HR, and operational matters, including but not limited to, the preparation of the annual college budget. Partner with the department chair to prepare materials for the annual budget meeting with the Dean's Office.
Supervise and delegate F&O Coordinator to coordinate capital projects, relocations, and renovations with Facilities and Capital Planning, Academic Administration, planners, designers, and vendors.
Supervise and delegate F&O Coordinator to implement and maintain policy and procedure manuals for the department. Assist the Deans’ Offices in space planning and coordinate all renovations and space issues.
Education Responsibilities: Coordinate and facilitate meetings between the department chair, faculty, and the Dean of Undergraduate Medical Education to discuss faculty involvement in teaching medical students. Support the department chair and faculty in engaging with the Dean of Students for discussions on delivering lectures related to career advisement and residency opportunities. Ensure smooth communication and scheduling for these collaborative meetings. Provide administrative support to ensure faculty participation and alignment with institutional goals for medical student education and career development. Additionally, coordinate with the chair’s assistant at the chair’s primary employer (either WMC or Metropolitan) to ensure seamless scheduling and communication across institutions.
Serve as an expert on Continuing Medical Education (CME) activities within the department, collaborating closely with the CME office and working with the hospital counterpart to support CME processes and requirements. Coordinate and assist with CME events held on the NYMC campus, including securing space and managing on-site logistical details. For off-campus, non-hospital-based events (e.g., symposia), collaborate with the chair and faculty leads to manage registration and work with the F&O Coordinator to process purchase orders for event expenses paid by the College. Facilitate the processing of CME credits through the EEDS system, including gathering necessary information from hospital counterpart for Grand Rounds entry and submission. Ensure that all CME-related activities and all educational supporting documents comply and are uploaded with institutional guidelines and enhance the educational experience for faculty and learners.
Provide direction to the Medical Student Engagement Coordinators, in collaboration with the supervising Administrator for Medicine, Urology, and Dermatology, to support department faculty and clerkship coordinators in onboarding students for research, elective rotations, and shadowing at affiliated hospital sites. Ensure requests are coordinated through the supervising Administrator to maintain consistency in workflow, prioritization, and institutional standards.
Work with Medical Student Engagement Coordinators in obtaining and processing with Department Chair and faculty required forms for medical student research, rotations, and shadowing.
Collaborate with M3 and M4 Clerkship Directors and Coordinators to ensure the operational and educational needs of clinical clerkships and rotations are met. Serve as a liaison between Clerkship Directors and the Dean’s Office, advocating for resources and support to uphold the quality of student experiences and meet curricular goals.
Ensure that clerkship and/or engagement coordinators provide timely support to the Chair in preparing and assembling recommendation letters for medical students applying to residency programs and participating in interviews.
Research Responsibilities: Facilitate department research by serving as a liaison between the Department Chair/Faculty and NYMC resources for research, including but not limited to, the Offices of Research Administration (ORA), Institutional Review Board (IRB), Restricted Funds, and corresponding offices.
Guide faculty in completing time and effort reports to ensure accuracy and compliance with institutional and federal guidelines related to sponsored research. Provide administrative support by monitoring deadlines, clarifying effort allocations, and assisting with documentation as needed. Ensure timely faculty attestations and coordinate with grants and compliance offices to address any discrepancies.
For departments with a department‑specific Summer Research Fellowship, ensure successful program execution by coordinating all operational and administrative aspects. Work closely with the Medical Student Engagement Coordinator, faculty mentors, and relevant departmental staff to: link awarded students with faculty mentors; confirm completion of all required onboarding and research‑related orientation; monitor progress toward program milestones; and ensure compliance with NYMC’s policies for student research participation. Maintain communication with the Office of Medical Student Research as needed to support consistent student experience and program quality.
In conjunction with F&O Coordinator and hospital research manager and research office, provide guidance to Principal Investigators (PIs) to ensure clinical trial study budgets are accurate, appropriate, and aligned with sponsor requirements. Assist in monitoring sponsor billing and verifying the accuracy of affiliate hospital clinical trial invoices. Ensure a thorough three-way match between study contracts, invoice backup, and subject enrollment data to support compliance and proper financial management.
Work with Office of Medical Student Research to maintain up-to-date database of funded and unfunded research in a manner accessible to students interested in participation.
Serve as a point of contact for faculty seeking research support by connecting them with on-campus resources, including but not limited to applied research assistance, biostatistics, biomedical informatics, artificial intelligence, and epidemiology. Help ensure faculty are aware of and can effectively utilize available institutional support to advance their research initiatives.
In collaboration with Department Chairs and the Office of VP-Research, build and maintain partnerships with research institutions and healthcare providers.
General: Provide leadership and supervision of non-faculty employees of the department.
Serves as liaison between Department Chairs/faculty/staff to Deans’ Offices, ORA, Restricted Funds, Payroll, HR and other central admin departments. Serves as a point of contact for faculty and staff. Serves on committees.
Track and follow up with faculty and staff to ensure timely completion of required annual compliance trainings, including but not limited to Conflict of Interest (COI), harassment prevention, IT security, and other college-mandated programs. Maintain accurate training records, generate compliance reports, and proactively engage with non-compliant individuals to support 100% participation.
Maintain all departmental files on approved NYMC/Touro shared drives in accordance with institutional IT security standards and file retention policies. Ensure documents are organized, accessible to authorized users, and not stored on local devices.
Review and approve timesheets for faculty and non-faculty. Collect and track Time and Effort (“Gold”) sheets for TSA‑funded personnel to ensure timely submission and compliance with reporting requirements.
Represent the department at college meetings, including HR Administrator Meetings.
Gathers data in support of LCME initiatives and reporting. Assists with all accreditation needs.
Update SOM Director of Strategic Communications for them to create, maintain, and update the department’s webpages on the College website.
Create, design, and publish department newsletter, with the timing and release schedule determined in consultation with, and approved by, the Department Chair and the Executive Associate Dean. Newsletter frequency will vary by department needs and may range from monthly to periodic or biannual distributions.
Assist with student event planning and coordination and organize interest group and annual alumni events.
Manage media relations for the department and oversee newsworthy events.
Support the fundraising efforts of the College for the department, working with the Chair and other senior leadership to provide donor information.
Maintain alignment of the Department Chair’s calendar with NYMC-related events, including medical student and institutional meetings. Coordinate with hospital administrative staff to ensure scheduling awareness and prevent conflicts.
Other NYMC duties as assigned by Academic Administration.