Job Information
Touro University Administrative Coordinator in Valhalla, New York
Overview
The Administrative Coordinator for the Office of Student Affairs (OSA) at the School of Medicine will provide comprehensive senior-level administrative support to the Dean of Students as well as needed program management for the OSA. The core functions of this role involve managing and prioritizing the Dean's busy schedule, coordinating the Gold Humanism Honor Society (GHHS) program, overseeing the House Advisory Dean calendars, and maintaining the OSA’s communication and digital presence. The ideal candidate for this in-person position will possess exceptional organizational skills, a proactive attitude, and the ability to handle confidential information with discretion.
Responsibilities
Schedule and Calendar Management:
Monitor and manage the Dean's schedule, including appointments, meetings, and events.
Coordinate travel arrangements and prepare itineraries for the Dean.
Ensure the Dean is prepared for all engagements with necessary materials and information.
Run and update the Dean's calendar, ensuring all commitments are met.
Monitor and arrange the House Advisory Dean’s calendars and appointments.
Coordinate and schedule meetings, including arranging venues, preparing agendas, and taking minutes.
Administrative Support:
Prepare and edit documents, reports, and presentations for the Dean.
Maintain confidential files and records.
Assist with special projects and other duties as assigned by the Dean.
Including Personal Accolades and Incidents Reporting (PAIR) triaging, communication, tracking and reporting. Learning Environment reporting, Extended Study Advanced Research (ESAR) reporting, and other reports as requested.
Create professional memos and letters to be distributed on behalf of the Dean of Students, deans, and director to students, staff, and administration.
GHHS Program Management:
Act as the lead person to organize the Gold Humanism Honor Society (GHHS) program.
Coordinate GHHS events, activities, and meetings.
Maintain records and documentation related to the GHHS program.
Career Planning Curriculum Administration: Career Planning Website Maintenance Assist with scheduling, and communication of Career Specialty Modules. Update and maintain the Office of Student Affairs Career Planning website, ensuring information is current, accurate, and engaging. Update and maintain Microsoft Class Sways. Collaborate with the communications team to enhance the online presence of the Office of Student Affairs and related programs.
Office Management:Maintain organized office files, records, and databases.Order office supplies and manage inventory to ensure the office is well-equipped.Provide general administrative support to the Dean and other staff members as needed.
Liaison Role:
Act as a point of contact between the Dean’s office and students, faculty, staff, and external stakeholders.
Facilitate communication and ensure that inquiries and requests are promptly addressed.
Event Coordination:
Plan and coordinate events and functions hosted by the Office of Student Affairs.
Manage logistics, including venue selection, catering, and guest invitations.
On occasion, may need to be available to assist with events scheduled outside of typical working hours (e.g. evening student events).
Calendar Coordination:
Perform other tasks, duties and / or projects as assigned by supervisor.
Qualifications
Education requirement:Bachelor’s Degree or equivalent experience.
Technical/computer skills:Proficiency in Microsoft Office Suite (Sway, Word, Excel, PowerPoint), Google Suite (Docs, slides, Forms) and familiarity with website management tools.
Prior experience:Minimum of 3-5 years of experience in an administrative support role, preferably in an academic or medical environment with prior experience implementing new programs and/or technologies.
Other skills/requirements:
Discretion and confidentiality in handling sensitive information.
Proactive self-starter who can anticipate and prioritize the needs of the Dean and the office.
Detail-oriented, organized with a high degree of accuracy in work.
Professional demeanor and strong interpersonal skills.
Ability to multitask and prioritize effectively in a fast-paced environment.
-Interest and ability implementing/maximizing new programs/technologies to enhance department’s overall efficiency
Physical Demands
LOCATION and HOURS: 21 hours per week preferably 4-5 days per week onsite. Depending on the finalist candidate’s preferred schedule, may consider hybrid arrangement .
Minimum Salary
USD $37,440.00/Yr.
Maximum Salary
USD $37,440.00/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, 50 West 47th Street, 12th Floor, New York, New York, 10036, nicole.barnett@touro.edu (646-565-6285) or, alternatively, to the Chief Compliance Officer at compliance@touro.edu and 646-565-6000 x55330.
Job Locations US-NY-Valhalla
Requisition ID 2024-11224
Position Type Part-Time
Schedule Shift 1
Hours Per Week 21
Travel 10%
Category Student Services
FLSA Status Non-Exempt