• Senior Administrative Assistant

    Posting Date 6 months ago(6 months ago)
    Job ID
    Einstein/Resnick - Bronx
    Employee Classification
    Office of Graduate Education
    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.


    The Senior Program Assistant provides a variety of responsible, confidential and complex administrative duties for the Associate Dean, Executive Director and senior level members of the department requiring a high degree of independent judgment and initiative. Manage the day-to-day operations of the office, managing complex calendars, balancing requests and priorities, planning and executing meeting arrangements. Serve as the liaison between the Dean's office and key internal and external constituencies. Assist with high level institutional projects as required. Exercise independent judgment, employ discretion and maintain a high-level of confidentiality.


    List of Responsibilities :


    • Provide professional and administrative support to the Associate Dean, Executive Director and senior members of the department, including managing the day-to-day operations of the office, appropriate scheduling, overseeing and completing all tasks to ensure the office is effectively represented and is meeting the demands of the community.


    • Manage the student travel reimbursement program, ensuring requests are appropriate and processed timely as well as maintaining reports for expenses and budget; respond to student inquiries and other matters in a timely manner.
    • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner; Provide assistance to the office for high level institutional projects, as needed and directed by the Associate Dean and/or Executive Director.
    • Manage travel schedule for the Associate Dean and assist with travel arrangements for the Executive Director and Senior managers as needed. 
    • Manage correspondence, acknowledge receipt and research and draft responses; Liaise and aid in communication (e-mail, formal letters, and/or phone) with faculty, administrators and deans.
    • Manage all facilities and procurement requirements, including all reimbursement requests and special arrangements for the Associate Dean,
    • Oversee coordination of meetings, scheduling, arrange for meeting locations, gather input and draft agenda, send confirmations, and ensure that minutes and meeting materials are received and distributed in a timely manner.
    • Independently research subject matters and prepare PowerPoint presentations as needed, for national conferences attended by the Associate Dean; Assist the Associate Dean with specific course material preparation and course management as needed.
    • Coordinate data and information as needed for meetings, projects and events with Senior Graduate Division managers.
    • Ensure that forms on the website are accurate and maintained.
    • May assist for special events and projects scheduled outside of normal work schedule.
    • Other duties as assigned.


    Experience and Educational Background

    • Bachelor’s Degree or equivalent combination of education and related work experience;
    • 5+ years experience supporting at the executive level;
    • Successful candidate will possess excellent writing skills and the ability to submit writing samples is required.


    Skills and Competencies 

    • Must be exceedingly well organized and flexible Must maintain a high level of confidentiality and comply with FERPA regulations;
    • Must have ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; a high level of professionalism and confidentiality is crucial to this role;
    • Must possess expert level of written and verbal communication skills, strong decision making ability, analytical skills and attention to detail are equally important;
    • Excellent calendar management skills, including the coordination of complex executive and committee meetings;
    • Must be proficient in MS Office, including Word, Excel, PowerPoint and Outlook and possess the ability to quickly learn new systems;
    • Prefer experience successfully creating and/or modifying processes and demonstrated creativity and commitment to improving programs and events.


    Scope of Responsibility

    • This position must interact with all levels of employees including senior management and be able to make decisions to appropriately manage client expectations;



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