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Overview

The Senior Administrative Coordinator provides high-level administrative, operational, and project support to the Associate Vice Chancellor for External Academic Relations & Designated Institutional Official (DIO) and the Graduate Medical Education (GME) Office. This role is integral to ensuring the efficiency and effectiveness of the department’s daily operations and strategic initiatives.

Responsibilities

Administrative Support

+ Manage the Associate Vice Chancellors' & DIO calendar, scheduling, and appointments

+ Coordinate meetings, conference calls, and travel arrangements

+ Handle email correspondence and official communications

+ Prepare and proofread documents, reports, and presentations

+ Maintain records, databases, and filing systems

+ Draft and distribute internal and external communications

Event & Travel Coordination

+ Plan and arrange travel for site visits, conferences, and meetings

+ Process travel reimbursements and expense reports

+ Coordinate logistics for conferences, symposia, and networking events

+ Handle venue bookings, catering, and accommodations

+ Assist in organizing special projects, workshops, and training sessions

Budget & Finance Administration

+ Track and manage office expenditures, invoices, and purchase orders

+ Assist with budget preparation and financial reportsProcess dues, memberships, and subscriptions for professional organizations

+ Manage grant-related paperwork and compliance tracking

External Affairs & Liaison Functions

+ Serve as a primary contact for external academic organizations, partners, and stakeholders

+ Assist in coordinating partnerships and collaborations

+ Prepare briefing materials for meetings with external entities

+ Manage correspondence with medical schools, accreditation bodies, and government agencies

Office & Project Management

+ Oversee day-to-day office operations

+ Monitor project timelines, action items, and deliverables

+ Implement process improvements to enhance office efficiency

+ Supervise interns or temporary staff, if applicable

Research & Data Management

+ Collect and analyze data for academic and institutional reports

+ Assist in preparing presentations and talking points

+ Maintain statistical data on external engagements and partnerships

Compliance & Policy Support

+ Ensure compliance with institutional policies and accreditation requirements

+ Track deadlines for reporting obligations

+ Assist in drafting policy documents and official reports

Faculty & Student Engagement

+ Coordinate faculty travel, honorariums, and event participation

+ Assist with medical student engagement programs and initiatives

+ Maintain records for faculty development programs and external opportunities

Administrative Support for GME Office

+ Serve as the main administrative support for the GME Office, overseeing calendar management, arranging travel, and processing reimbursements for department related activities

+ Answer the GME Office phone and take/send messages as indicated

+ Order supplies and promotional items for GME events and manage general office needs

+ Maintain GME listservs and databases

+ Copyedit and format office documents

+ Assist the DIO, Director for GME and other GME office staff with other tasks as needed

Qualifications

Education requirement:Bachelor’s degree preferred (Business Administration, Healthcare Management, or related field)

Licenses or certifications:Certified Administrative Professional (CAP) and Certified Meeting Professional (CMP) preferred but not required

Technical/computer skills:Microsoft Office, database management, budgeting software

Prior experience:3+ years in academic administration, medical education, or executive support

Other skills/requirements:Strong organizational, communication, and project management skills

Physical demands:Travel to affiliated sites.

Minimum Salary

USD $25,740.00/Yr.

Maximum Salary

USD $32,175.00/Yr.

New York Medical College offers a comprehensive benefits package for full-time employees* which includes:

+ Full range of Health Plans

+ Medical Plans (choice of EPO, PPO, High Deductible HSA)

+ Flexible Spending Accounts (FSA)

+ Dental Plans (PPO & HMO) and Vision Plan

+ Dependent Care and Transit Programs

+ Life Insurance, AD&D and Voluntary Supplemental Life Insurance

+ Short-term and Long-term disability programs

+ Retirement Plan (403b) - matching contribution up to 5% for eligible/enrolled employees following one year of employment (may make own pre-tax contributions immediately following employment)

+ New York Medical College Tuition Exemption Program for eligible employees, their spouse and dependent children

+ Legal plan

+ Employee Assistance Program

+ Early-Release Fridays (October - March)

+ Generous Paid Time Off

+ Vacation, Sick Leave, Personal Leave

+ Annual Holiday Schedule

*Members of the 1199 SEIU and 32BJ unions may participate in some of NYMC’s voluntary benefits, but they participate in separate Health and Welfare benefit programs.

New York Medical College (NYMC), a member of Touro University, is a health sciences College whose purpose is to educate clinical and public health professionals as well as researchers, to conduct biomedical and population-based research. Through its faculty and affiliated partners, the College engenders a diverse and inclusive community that promotes an atmosphere of excellence, scholarship and professionalism.

Touro University is an equal opportunity employer. Touro University treats all employees, job applicants, and students without unlawful consideration of race, ethnicity, religious creed, color, national origin, ancestry, sex (including pregnancy, childbirth or related medical condition), age, disability, medical condition, marital status, genetic information, sexual orientation, gender, gender identity, gender expression, military service or veteran status, citizenship status, or any other classification protected by applicable federal, state or local laws. We are committed to ensuring the fulfillment of this policy in all decisions, including but not limited to, recruitment, the administration of educational programs and activities, hiring, compensation, training and apprenticeship, placement, promotion, upgrading, demotion, downgrading, transfer, layoff, suspension, expulsion and termination, and all other terms and conditions of admission, matriculation, and employment.

Inquiries or complaints concerning the non-discrimination policies should be sent to Nicole Barnett, 202 West 43rd Street, 11th Floor, New York, New York, 10036, [email protected] (646-565-6285) or, alternatively, to the Chief Compliance Officer at [email protected] and 646-565-6000 x55330.

Job Locations US-NY-Valhalla

Requisition ID 2025-12070

Position Type Part-Time

Schedule Shift 1

Hours Per Week 17.5

Travel 10%

Category Administrative/Office Support

FLSA Status Non-Exempt