• Admissions Project Coordinator

    Posting Date 3 weeks ago(3 weeks ago)
    Job ID
    Einstein/Resnick - Bronx
    Employee Classification
    Office of Admissions
    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 Admissions Project Coordinator provides a variety of responsible, confidential and complex administrative duties for the Associate Dean of Admissions, requiring a high degree of independent judgment and initiative.  Manage the day-to-day operations of the office, including budget and office management, planning and implementing recruitment events.  Balance requests and set priorities, plan and execute meeting arrangements.  Serve as the liaison to the Dean’s Office. Exercise independent judgment, employ discretion and maintain a high-level of confidentiality. Strong interpersonal, written and oral communication skills are essential.


    • Provide professional and administrative support to the Associate Dean, and ensure full office management, appropriate scheduling, oversees and completes all tasks to ensure the office is effectively represented and is meeting the demands of the community;
    • Manage the Admissions Budget, inclusive of monitoring expenses for all recruitment activities and events; manage vendor relationships and identify cost and efficiency saving opportunities;
    • Prepare all acceptance letters and scholarship letters, and track all responses;
    • Assist with completion of Admissions files during peak seasons,
    • Oversee coordination of Admissions Committee meetings, including catering order and meeting set-up.
    • Coordinate the Uncle Albert Club programs and process reimbursement to student hosts via petty cash payment;
    • Handle all reimbursement requests and special arrangements for the Associate Dean, Admissions.
    • Manage correspondence;
    • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
    • Other duties as assigned.



    Experience and Educational Background:

    • Bachelor’s Degree or equivalent combination of education and related work experience;
    • 5+ years’ experience 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, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs;
    • 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 Work, 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;
    • The position is responsible for monitoring all budget transactions and identifying trends and anticipating budget problems for the Associate Dean.


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