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Administrative Coordinator

Administrative Coordinator

Job ID 
Einstein/Resnick - Bronx
Posting Date 
Employee Classification 
Institute for Clinical and Translational Research
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.



The Administrative Coordinator provides direct support to the Associate Dean for Clinical Research Education and the ICTR Administrative Core. S/he assists the ICTR Associate Deans, Program Directors, Faculty and Administrators with responsibilities relative to the logistics and activities that enable the effective running of a variety of educational programs that reside within the Harold and Muriel Block Institute for Clinical and Translational Research at Einstein and Montefiore. These include Masters and Doctoral degrees, certificate programs, lecture series, and various courses.  


Size/Scope of the ICTR:

The ICTR’s mission is to enhance the discipline of clinical and translational research by promoting multidisciplinary collaboration, addressing translational “blocks” in research, providing infrastructure and collaborative support, and enhancing training, education, and career development. T


The ICTR leadership includes the Associate Dean for Clinical and Translational Research (Harry Shamoon, MD), the Associate Dean for Clinical Research Education (Paul Marantz, MD), the CTSA Co-Principal Investigator and Vice Chair for Research in the Department of Medicine (Marla Keller, MD), and the ICTR Executive Director (Margaret Arnim). The ICTR provides clinical investigators with specialized environments, including a vast infrastructure necessary to conduct sophisticated patient-oriented research. The Administrative Core supports all of the components of the ICTR, including Research Education and Training (RET), Career Development; Biostatistics, Epidemiology and Research Design (BERD); Research Informatics Core (RIC); Clinical Investigation Services Core (CISC); Office of Clinical Trials (OCT); Biorepository (BioR); Biomarker Analytic Research Core (BARC); Community Engagement Consultation Core (CECC); Project Acceleration Resource (PAR), and other key components.


Principal duties and responsibilities include, but are not limited to:

  • Schedule high-level conference calls and manage calendars for the Associate Dean and senior faculty;
  • Coordinate all travel arrangements for the Associate Dean;
  • Take notes at critical meetings, create correspondence, order supplies, and maintain files and office equipment;
  • Conduct Banner system queries to locate student information such as transcripts;
  • Assist with recruitment, advertising and admissions processes for the educational programs;
  • Type and distribute student semester schedules;
  • Set up classrooms and required A/V and IT systems;
  • Schedule and prepare materials for student orientation and classes;
  • Assist with course management utilizing software programs;
  • Assist with organizing Mock Study sections, including scheduling/meeting logistics, announcing dates, sending email reminders, and tracking due dates and attendance;
  • Assist with preparation of NIH and Foundation progress reports utilizing the Cayuse system;
  • Prepare faculty and student reimbursements;
  • Organize graduations and other events;
  • Assist with arranging for and hosting guest speakers;
  • Manage conference room schedules;
  • Other related duties as assigned.



High School Diploma or equivalent required; Bachelor’s degree preferred. Minimum of 3-5 years of administrative coordinator or related experience is required. A high degree of familiarity with college/academic organizational policies and procedures is strongly preferred.

Skills and Competencies Required:


  • This position requires a high degree of flexibility, and the ability to handle special assignments as determined by the needs of the office of the Associate Dean.
  • S/he must be able to excel in a fast-paced, team-oriented environment and multi-task effectively. The ability to prioritize and follow through on work is essential.
  • S/he must be able to produce accurate and timely reports, correspondence, documents, and spreadsheets.
  • Must have excellent computer/technology skills, be proficient in Microsoft Office Suite, and be able to learn and adapt to new systems.
  • Must consistently demonstrate good judgment and attention to detail with the ability to work independently.
  • Strong interpersonal, oral and written communication skills are required.
  • This position requires a high degree of maturity and the ability to maintain confidentiality of sensitive information, such as evaluations and grades, as well as other sensitive records.