• Administrative Coordinator

    Posting Date 1 month ago(3/16/2018 9:48 AM)
    Job ID
    Einstein/Resnick - Bronx
    Employee Classification
    Anatomy & Structural Biology
    Position Type
    Regular Full-Time


    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.



    Provide administrative support to the Co-Chair of the department of Anatomy & Structural biology. 

    • Manage heavy calendar; scheduling all meeting and appointments (both electronic and paper calendars)

    • Coordinate travel, which includes registrations, submission of abstracts, hotel, car and flight arrangements (both domestic and international)

    • Monitor all expenses for grants, royalty accounts, retention funds, etc.

    • Process the year end state of the lab report

    • Work independently on updating training grants tables as requested  from different departments in regards to post docs and students stats

    • Preparation  of manuscripts for submission  and uploading to the NCBI website

    • Handle Editor duties for RNA journal : circulating new manuscripts  to reviewers, obtaining reviews  in timely manner and contacting authors regarding decisions on manuscripts

    • Typing and management of all letters of reference and recommendations- ensuring all due dates are met

    • Maintain and renew all of Co-Chair's memberships to societies and journal subscriptions

    • Maintain and update several databases such as Endnote

    • Maintain Co-Chair's confidential files: including lists of all Lab applicants files

    • Work with Dept. Administrator to Coordinate the co-chair schedule for meetings which include; Biophotonics meetings, Co­chairs’ meetings, IIP meetings, Faculty meetings

    • Prepare purchase orders and requests payments for invoices related to publications and manuscript printing

    • Assist co-chair with Harvey Society membership; preparation and distribution of posters and power point slides, typing introduction speeches, coordination of monthly dinners- ordering of food menu, table arrangements and ensuring guests have all pertinent information regarding the dinner, email correspondence with council members, board members and invitees

    • Assist with preparation of lectures, manuscripts, abstracts, editorial submissions, and Power Point presentations for various lectures

    • Perform other duties as assigned


    Education and Experience

    • High School diploma and 3-4 years prior related experience is required.  A combination of education and prior related experience will also be considered.

    Skills and competencies 

    • Advanced Office, Excel and Powerpoint is a must for this position.
    • Ability to multi-task and take initiative is a must.
    • Excellent written and oral communications skills, including eye for detail and command of language and grammar.
    • Should exude professionalism and positive attitude at all times and be adaptable in a rapidly changing work environment with competing priorities.


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