Administrative Specialist

The Administrative Specialist for the Office of Faculty and Academic Affairs (OFAA) and Faculty Development (FD) performs diversified support, medical education event planning, and project coordination duties that promote the smooth functioning of the office.  With a focus on specialized administrative work and project execution, the Administrative Specialist is a key individual supporting this major academic unit of the New York Medical College (NYMC) School of Medicine (SOM).  The Administrative Specialist is responsible to the Dean, FAA and is supervised by the Senior Director for OFAA with dotted line relationship to the Assistant Dean for FD.

Medical Education (Med Ed) Event Planning:

Under the direction of, and in collaboration with, the Senior Director, Assistant Dean for FD, and Dean for FAA, the Administrative Specialist oversees venue scheduling and related planning details for Med Ed programs sponsored by the OFAA and FD, including and not limited to: 

• Speaker invitations, promotion, creation of flyers, registration
• Content development
• CME application
• Examples of Med Ed events include: Academy of Educators; Faculty Mentoring Program; Annual Teaching and Learning Symposium; Medical Education Grand Rounds, etc.

Program Coordination:

Under the direction of, and in collaboration with, the Senior Director, Assistant Dean for FD, and Dean for FAA, the Administrative Specialist provides central coordination and administrative support to programs sponsored by the OFAA and FD, including and not limited to: 

• Tracking progress and deliverables ensuring timely completion 
• Overseeing needs assessments and evaluation of outcomes 
• Reviewing and/or creating drafts of summary reports and contributing to preparation and dissemination as requested 
• Examples of programs include: Dean’s Faculty Awards; Dean’s New Faculty Welcome; Annual Faculty Performance Evaluations, etc.

Faculty Onboarding & Communications:

• Under the supervision of the Senior Director:  
• Draft and distribute faculty (re)appointment letters, committee appointments, status change letters, appreciation correspondence, etc., and contribute to letter template updates and development
• Assist in the development of new faculty onboarding materials including and not limited to website content, training materials, resource access, etc. 
• Contribute to the development of the OFAA and FD periodic newsletter to keep the community informed, showcase resources, etc.

Faculty Data Steward:

• Under the supervision of the Senior Director:
• Enter newly onboarded faculty data into the Faculty Data Management Systems (FDMS) (e.g. Banner, Access, etc.) 
• Process confirmed faculty status changes in FDMS 
• Process new faculty appointments in SharePoint 
• Confirm status of faculty appointment rosters with department administrators, as needed 

Department Staff Support: 

• Respond to routine queries, escalating urgent requests to supervisor 
• Collaborate with academic department chairs, faculty and affiliate staff to support timely processing of faculty actions and correspondence 
• Contribute to the quality improvement and functionality of the OFAA and FD SharePoint site to support stakeholders and the SOM community 

 Collaboration and Office Support: 

• Visible front office support; greets and directs visitors; phone and message management 
• Provide calendar and meeting management for the OFAA and FD, the Dean for FAA and the Assistant Dean for FD; create agendas, document meeting minutes as needed 
• Develop and maintain a working knowledge of essential documents, policies and procedures related to the SOM faculty and those that govern the operations of the OFAA and FD
• On occasion, serve as backup to Dean’s Office staff 
• Attend professional development and training programs pertinent to office and personal skills development

Perform other duties as assigned by the Dean for FAA, Assistant Dean for FD or Senior Director

Education requirement: Bachelor's degree in business administration, public health, health professions education or related work experience preferred. 

Technical/computer skills:

• Proficiency in Microsoft Office Suite required
• Adept with Banner Ellucian software product a plus
• Understanding of Docusign, Qualtrics, and other OFAA and FD support software a plus
• Knowledge of performance improvement and project management tools desirable
• Ability to adapt to changing software landscape; willingness to develop additional skills to support personal and team success with such changes and/or learn software tools on-the-job
• Strong written and verbal professional communication skills; ability to interface effectively with SOM and College leadership, Clinical Site Leadership and external accreditation agencies; strong professional/business etiquette

Prior experience: Minimum of five years working in an academic health center environment or equivalent educational or administrative setting requiring a high level of professional customer service, and the ability to develop and foster strong collaborative relationships.

Other skills/requirements: Creative and flexible individual to join the Dean’s office team in delivering excellent customer service; exercises sound judgement, discretion, and professionalism in all interactions and communications; strives for accuracy, quality, and efficiency in work products; ability to innovate, problem-solve, think critically and work independently as well as part of a team; understands limitations, asks for assistance; responds positively to feedback; possesses a growth mindset.

Environmental demands: In person position; virtual work options with approval by supervisor; ability to drive/travel to affiliate sites on occasion as requested.