Executive Assistant to the Dean and Office Coordinator

New York Medical College•Town of Mount Pleasant, NY

1d•$24 - $30

About The Position

The Executive Assistant to the Dean and Office Coordinator supports the daily operations of the Graduate School of Biomedical Sciences (GSBMS) by providing administrative, operational, and executive support to the Dean and school leadership. The position is a primary point of contact for faculty, students, staff, visitors, and external stakeholders, and helps ensure effective office management, communication, and coordination of academic and administrative activities. The role manages the Dean’s calendar and travel, coordinates meetings and special events, oversees office operations, supports governance and committee activities, and assists with admissions and recruitment initiatives. It serves as a liaison across institutional departments and contributes to strategic priorities, academic programs, and Graduate School events while maintaining professionalism, confidentiality, and customer service. The stated pay range is USD $24.17 to $30.22 per hour.

Requirements

Bachelor’s degree in liberal arts, science, or business required.
Two to five years of administrative, program coordination, student services, higher education, healthcare, or related experience.
Ability to work independently, take initiative, and manage responsibilities with minimal supervision.
Proactive in anticipating deadlines, events, and projects and planning accordingly.
Strong verbal and written communication skills.
Excellent organizational, administrative, and time-management abilities.
Team-oriented with strong customer service skills.
Ability to maintain strict confidentiality.
Strong interpersonal skills and ability to manage multiple priorities simultaneously.
Ability to build and maintain effective relationships with faculty, staff, administrators, and external partners.

Nice To Haves

Experience working in a college or university environment.

Responsibilities

Provide comprehensive administrative support to the Dean and the assistant and associate deans of GSBMS.
Serve as the first point of contact for visitors, manage incoming phone calls, and respond to inquiries received through GSBMS general email accounts.
Coordinate and schedule meetings; prepare correspondence and mailings; maintain and update contact and college lists; and oversee mail distribution.
Process purchase requisitions, travel reimbursements, space and catering reservations, work orders, and office supply procurement; coordinate office equipment maintenance as needed.
Collaborate with NYMC administrative and academic departments to support Graduate School initiatives and events, including orientation, lab coat ceremony, Graduate Student Research Forum, commencement, and graduation award ceremonies.
Draft, prepare, and distribute correspondence and meeting materials, and follow up on internal and external requests and inquiries.
Assist with implementation and maintenance of office policies, procedures, and operational processes.
Support special projects and initiatives within GSBMS and in partnership with the Dean’s office staff and other departments.
Create, distribute, and monitor surveys to collect feedback from students, faculty, and alumni.
Provide administrative and operational support to the Dean of the Graduate School of Biomedical Sciences as needed.
Manage and coordinate the GSBMS office calendar and the Dean’s schedule, prioritizing meetings and events effectively.
Arrange and coordinate travel accommodations and related logistics for the Dean.
Manage and prioritize communications for the Dean and GSBMS.
Provide backup support for admissions operations as needed, including recruitment activities, mock Multiple Mini Interviews (MMIs), and maintenance of admissions records and documentation.
Assist with planning, coordination, and execution of admissions-related programs, orientation, recruitment initiatives, events, and outreach activities.
Prepare materials for Graduate Program Directors and Graduate Faculty Council meetings and provide administrative assistance across academic affairs functions.
Coordinate GSBMS committee activities, including agenda preparation, meeting logistics, and recording and distributing meeting minutes.
Prepare and distribute communications to GSBMS students; reply to student inquiries or forward them to the appropriate office.
Assist in tracking student progress across GSBMS systems, prepare student progress reports, collect student forms and materials such as theses and dissertations, and distribute them to appropriate committees or deans.
Perform other duties and responsibilities consistent with the position and the needs of the deans.