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We have an exciting opportunity to join our team as a Program Coordinator.
The Program Coordinator is responsible for providing a broad range of programmatic administrative support to the Biochemistry and Molecular Pharmacology department including Faculty Affairs, Faculty Recruitment, Education Administration, department events and seminars while also acting as the Executive Assistant to the Vice Chair.
- Faculty Affairs Administration Provides a full range of administrative support for all faculty affairs matters within the department including: appointments, change of responsibilities letters (CORs), promotion, tenure, yearly committee reports; maintains mentoring committee reports, collects required REF data in a timely fashion and accurately inputs it into the REF system, prepares and distributes all REF letters. Understands general faculty affairs promotion, tenure, and reporting policies to ensure timely submission of required documentation.
- Faculty On-boarding Working with the Department Administrator, provides a full range of administrative support for all newly recruited faculty including liaising between the office of faculty affairs and education (EFAA), real estate office (RED+F), and the new recruit to ensure the onboarding process goes as smoothly as possible. Works with the HR Coordinator and Grants Manger to ensure the smooth transition of all new lab staff and grant transfers. Assists with lab and personal relocation for new faculty recruits.
- Faculty recruitment provides a full range of administrative support for the faculty search committee(s) including drafting and proofing all ads, posting ads in relevant journals, managing searches in the Interfolio system, communicating with applicants, arranging all candidate visits, including scheduling meetings, booking hotels, arranging travel, disseminating seminar and chalk talk information to potential attendees and ensuring proper reimbursement paperwork is submitted to department finance group in a timely fashion. Periodically reviews the department standard operating procedures and makes revisions as necessary. Works closely with faculty recruitment committee and department administrative staff to provide any feedback from candidates and make improvements as needed.
- Education Administration Acts as curriculum administrator for department classes responsible for setting schedule, reserving rooms, providing Brightspace data, uploading documents, sending reminders, maintaining attendance and grading sheets, ordering food and other duties as assigned by Professors. Identify any potential conflicts in programmatic events occurring within the department and with scientifically similar NYU School of Medicine colleagues (i.e. Microbiology). Acts as Work in Progress Coordinator to provide assistance to faculty organizer for sessions, Pharmacology Retreat, and Posters Sessions as well as putting together the annual Molecular Pharmacology Training Booklet. Acts as coordinator for the Mini-Genome Integrity program by providing a full range of administrative support to faculty lead. Work with faculty to develop curriculum and appropriate schedule of scientific presenters to ensure it meets the needs of target audience.
- Department Website Content responsible for updating and maintaining the departments website content including the timely addition or deletion of data, ensure the content is current, accurate, and properly formatted. A general understanding of the research conducted in the department and scientific honors and awards are required to ensure website reflects current initiatives.
- Seminar & Events Coordinator Responsible for coordinating all major department events, maintaining the departments master schedule, managing department listservs, managing department owned conference rooms to ensure department Principal Investigators have first access and organizing all department seminars.
- Act as Executive Assistant to the Vice Chair of the department by providing scheduling and other assistance as needed.
- Other duties and projects as assigned including providing back-up support for other administrative staff when they are out of the office.
To qualify you must have a Bachelor's degree or equivalent in business administration, health care administration or related field or an equivalent combination of education and relevant experience. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook. Familiar with Internet applications. Effective oral, written, communication, interpersonal skills. Ability to interface effectively with all levels of management and must work and communicate effectively with both internal and external customers. Ability to work within a team environment as well as independently. Time management skills and ability to work well under pressure. Ability to Project/Program manage and to multi task while paying attention to details.
Progressively responsible related experience including program/ project coordination or equivalent combination of education and experience is a plus.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents.
NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
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