Administrative Manager

The Administrative Manager provides the administrative and financial infrastructure that enables Einstein Information Technology to function with discipline, accountability, and institutional compliance. This role is responsible for the day-to-day management of budgeting, financial tracking, procurement, invoice payment, license and contract renewals, personnel administration, timekeeping, and records management across the department.

The Administrative Manager works closely with the Assistant Dean for Information Technology and domain leaders to ensure that internal operations are well-coordinated, financially sound, and aligned with institutional policies and procedures. This role also serves as the primary point of coordination with institutional Finance, Procurement, Accounts Payable, and Human Resources offices, ensuring that Einstein Information Technology operates in full compliance with College-wide administrative standards. As the department matures, this role is expected to develop a close working relationship with the Digital Strategy and Engagement domain to align financial and operational functions with portfolio and planning activities.

• Manage the day-to-day budgeting, financial tracking, and variance reporting for Einstein Information Technology, ensuring that expenditures are accurately recorded, monitored, and reported to the Assistant Dean for Information Technology on a regular cadence.
• Manage procurement activities across Einstein Information Technology, including purchase order coordination, vendor documentation, and compliance with institutional procurement policies and procedures.
• Process and track invoice payments across the department, coordinating with Accounts Payable to ensure that vendor invoices are reviewed, approved, and paid accurately and on time.
• Manage the license and contract renewal calendar for Einstein Information Technology, ensuring that renewals are identified well in advance, reviewed with appropriate domain leaders, and processed in alignment with institutional procurement and legal requirements.
• Coordinate personnel administration and timekeeping activities for Einstein Information Technology staff, working closely with Human Resources to ensure accurate and compliant records.
• Maintain records management practices across Einstein Information Technology, ensuring that administrative documents, contracts, financial records, and operational files are organized, retained, and disposed of in accordance with institutional policy.
• Manage internal billing and recharge processes, coordinating the accurate allocation of technology costs to appropriate institutional cost centers and ensuring that recharge records are complete, accurate, and provided to Finance on a timely basis.
• Serve as the primary point of coordination with institutional Finance, Procurement, Accounts Payable, and Human Resources offices, representing Einstein Information Technology's administrative needs and ensuring effective two-way communication.
• Support the Assistant Dean for Information Technology and domain leaders with administrative coordination, including scheduling, correspondence, meeting preparation, and logistical support for department-wide initiatives.
• Coordinate with the Manager of Portfolio and Programs in the Digital Strategy and Engagement domain to ensure that budget tracking and financial planning are aligned with the department-wide project portfolio and operational priorities.
• Participate in the department's objectives and key results program, contributing to measurable goals for budget accuracy, procurement compliance, and administrative responsiveness.
• Maintains availability to respond to critical incidents and service disruptions outside of regular business hours, and monitors Einstein Information Technology communications channels as needed to stay informed and support the department's operational responsibilities.
• Works effectively within a complex academic medical center environment, coordinating with affiliated organizations when operational responsibilities intersect, and escalating issues appropriately to maintain clarity of accountability.
• Performs other duties as needed to support the mission and operations of Einstein Information Technology, recognizing that all members of the department contribute beyond formal role boundaries when circumstances require.

Experience and Educational Background

• Bachelor's degree required.
• Minimum of three years of progressive experience in administrative operations, financial administration, or a closely related field in a complex institutional environment.
• Demonstrated experience managing budgets, procurement processes, or financial tracking in an academic, healthcare, or research-intensive environment preferred.
• Experience coordinating with institutional Finance, Procurement, or Human Resources offices preferred.

 

Skills and Competencies

• Strong knowledge of administrative operations, financial tracking, procurement processes, and records management practices in a complex institutional environment.
• Demonstrated ability to manage multiple concurrent administrative responsibilities with accuracy, discipline, and follow-through.
• Excellent interpersonal and communication skills, with the ability to coordinate effectively with institutional offices, domain leaders, and the Assistant Dean for Information Technology.
• Strong organizational skills and attention to detail, with a commitment to maintaining accurate and complete records.
• Ability to handle sensitive financial and personnel information with discretion and professionalism.
• Commitment to operational excellence, compliance, and the continuous improvement of administrative practices within Einstein Information Technology.

In compliance with NYC's Pay Transparency Act, the annual base salary range for this position is listed below. Albert Einstein College of Medicine considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer.

USD $92,500.00/Yr.

USD $100,000.00/Yr.