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Special Academic Programs Manager

Special Academic Programs Manager

Job ID 
Einstein/Resnick - Bronx
Posting Date 
Employee Classification 
Office of Graduate Education
Position Type 
Regular Full-Time

More information about this job


Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.


Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).


Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.


The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.


Special Academic Programs:

  • Manage and administer special academic programs including CPD, SURP, HS, PREP, 1st year PhD Phocus and YU Frontiers Program
  • Assist with recruitment and admissions process for special academic programs and assist with other Graduate Division Programs as needed
  • Review academic calendar with Deans and Directors to develop academic program specific dates
  • Prepare specific calendars for special academic programs
  • Develop academic program specific events, including Orientation, as necessary
  • Coordinate with OHS, Office of Security, and other administrative offices, as needed, to onboard and enroll special academic program participants
  • Schedule all academic program related courses and activities with dean and program directors
  • Prepare academic program course materials as necessary
  • Schedule classrooms and support (AV, food) for programmatic courses and activities as needed
  • Maintain class rosters and contact lists for special academic programs; maintain attendance records as necessary
  • Organize special academic program specific trips and enrichment activities; coordinate with transportation services as necessary
  • Assist with matching of faculty mentors to student participants
  • Conduct surveys of program participants and faculty mentors
  • Communicate with faculty and students as necessary regarding special programs
  • Prepare academic program specific budgets; track and update all program specific expenses
  • For grant supported programs: assist with preparation of grant including tables and supporting materials; initiate NIH appointment forms, assist with annual grant reports
  • Track all program participants; maintain program registration and alumni records and databases as necessary
  • Follow up with program participants, deans and directors as needed

Special Events:

  • Complete event planning and communication with deans, planning committee, Graduate Division Office staff, other administrative offices, and vendors as necessary.  Provide necessary follow up to ensure smooth event.
  • Review academic calendar and develop dates for special events.
  • Advertise event / program through email announcements, Einstein website and CCTV (flat screens), posters, etc. Liaise with Graphic Arts and Public Affairs to produce necessary material. Distribute event announcements
  • Develop registration materials for events.  Prepare, maintain and update list of attendees maintaining communication from invitation to RSVP Follow up as needed
  • Work with various vendors to negotiate product quotes:  Order products as necessary and follow-up on orders
  • Maintain expenses for budget reports
  • Coordinate internal services such Food Services for menu, Housekeeping / Facilities Maintenance for site set-up, etc.
  • Coordinate lodging accommodations and travel for guests and/or attendees.  Coordinate reimbursements for guest speakers and/or attendees, as necessary.


Education and Experience:

  • A Bachelor’s degree with at least three years of experience required; preferably in higher education
  • Proficient in software applications such as Word, Excel, PowerPoint, Access and Outlook. Knowledge of Banner, Publisher, Adobe Acrobat, Adobe Photoshop, and HTML
  • Experience in planning and executing special programs and events
  • Excellent interpersonal, oral and written communication skills
  • Exceptional attention to detail and accuracy
  • Outstanding Client Relation Services
  • Ability to multi-task and make changes in a fast-paced environment
  • Ability to handle confidential information with discretion