Office Coordinator

Reporting to the Administrator of the Graduate School of Biomedical Sciences, this position provides administrative support for the department in all areas of graduate school administration.

General Administrative Support:
• Provide administrative support to the Administrator, Graduate School of Biomedical Sciences (GSBMS).
• Greet visitors, answer phones, and respond to inquiries from GSBMS general email accounts.
• Schedule and coordinate meetings, prepare mailings, update college lists, oversee mail and fax distribution.
• Handle purchase requisitions, travel reimbursements, space/food reservation, and work orders, office supplies and equipment maintenance.
• Coordinate GSBMS administrative support with NYMC administrative and academic offices as needed for Graduate School initiatives, and special events, e.g., three graduations per year, Orientation, Lab Coat Ceremony, Graduate Student Research Forum, Commencement.
• Prepare and process correspondence, prepare documents for meetings, and follow up on internal and external inquiries.
• Assist Administrator with implementation of office procedures & policies.
• Assist with special projects within the department and in conjunction with the Dean.
• Provide assistance and support to other areas of academic administration. Prepare documents for Graduate Program Director and Graduate Faculty Council meetings.
• Assist with committee meeting preparation and minutes.

Executive Support:
• Provide direct assistance to the Dean of the GSBMS as needed.
• Handle scheduling for the GSBMS office calendar, as well as Dean’s schedule.
• Arrange travel for the Dean.

Admissions Support
• Provide backup administrative support to the Admissions function, as needed, including admissions filing, and coordination and support of admissions and recruitment meetings and events.

Education requirement: Bachelor’s Degree required.

Technical/computer skills:
• Computer literate: Microsoft Office Suite, Adobe Creative Cloud (Photoshop,
Illustrator and InDesign), fluency in electronic communication.

Prior experience: At least 2-5 years administrative support position at mid- to senior-level, preferably in a college or university setting.

Other skills/requirements:
• Must function independently - someone who takes initiative in carrying out
responsibilities of job which includes planning, follow-up, providing feedback,
coordinating, and overseeing.
• Should be able to anticipate upcoming events (cyclical) and projects and plan
accordingly.
• Strong oral and written skills.
• Excellent organizational and administrative skills.
• A team player with good customer relations skills essential.
• Must be able to maintain confidentiality at all times.
• Strong interpersonal skills and ability to multi-task concurrent to program tasks
involving internal and external offices on a daily basis.
• Establish and maintain effective working relationships with staff, internal administration/faculty and external parties.