Executive Assistant to the Dean and Office Coordinator

The Executive Assistant to the Dean and Office Coordinator plays a critical role in supporting the daily operations of the Graduate School of Biomedical Sciences (GSBMS) by providing high-level administrative, operational, and executive support to the Dean and school leadership. This position serves as the primary point of contact for faculty, students, staff, and external stakeholders, ensuring efficient office management, effective communication, and seamless coordination of academic and administrative activities. The incumbent manages the Dean’s calendar and travel, coordinates meetings and special events, oversees office operations, supports governance and committee activities, and assists with admissions and recruitment initiatives. The Executive Assistant and Office Coordinator serves as a key liaison across institutional departments, contributing to the successful execution of strategic priorities, academic programs, and Graduate School events while maintaining a high level of professionalism, confidentiality, and customer service.

General Administrative Support:

• Provide comprehensive administrative support to the dean, as well as assistant and associate deans of GSBMS.
• Serve as the first point of contact for visitors, manage incoming phone calls, and respond to inquiries received through GSBMS general email accounts.
• Coordinate and schedule meetings, prepare correspondence and mailings, maintain and update contact and college lists, and oversee mail distribution.
• Process purchase requisitions, travel reimbursements, space and catering reservations, work orders, and office supply procurement; coordinate office equipment maintenance as needed.
• Collaborate with NYMC administrative and academic departments to support Graduate School initiatives and major events, including orientation, lab coat ceremony, Graduate Student Research Forum, commencement, and graduation award ceremonies, and other events.
• Draft, prepare, and distribute correspondence and meeting materials, and follow up on internal and external requests and inquiries.
• Assist with the implementation and maintenance of office policies, procedures, and operational processes.
• Support special projects and initiatives within the GSBMS and in partnership with the Dean’s office staff and other departments.
• Create, distribute, and monitor surveys to collect feedback from students, faculty, and alumni.

Executive Support:

• Provide administrative and operational support to the Dean of the Graduate School of Biomedical Sciences as needed.
• Manage and coordinate the GSBMS office calendar and the Dean’s schedule, ensuring effective prioritization of meetings and events.
• Arrange and coordinate travel accommodations and related logistics for the Dean.
• Manage and prioritize the communications of the Dean and GSBMS.

Admissions Support:

• Provide backup support for admissions operations as needed, including recruitment activities, facilitation of mock Multiple Mini Interviews (MMIs), and maintenance of admissions records and documentation.
• Assist in the planning, coordination, and execution of admissions-related programs, orientation, recruitment initiatives, events, and outreach activities.

Academic Support:

• Provide administrative assistance across academic affairs functions, including preparing materials for Graduate Program Directors and Graduate Faculty Council meetings.
• Coordinate GSBMS committee activities, including agenda preparation, meeting logistics, and recording and distributing meeting minutes.
• Prepare and distribute communications to GSBMS students.
• Reply to student inquiries or forward to appropriate office.
• Assist in tracking of student progress across systems used in GSBMS, prepare student progress reports, collect student forms and materials (such as theses and dissertations) and distribute to appropriate committees or deans.

Perform other duties and responsibilities consistent with the position and the needs of the deans. 

• Bachelor’s degree: liberal arts, science, or business required.
• Two to five years of administrative, program coordination, student services, higher education, healthcare, or related experience.
• Experience working in a college or university environment preferred.
• Ability to work independently, take initiative, and manage responsibilities with minimal supervision.
• Proactive in anticipating deadlines, events, and projects and planning accordingly.
• Strong verbal and written communication skills.
• Excellent organizational, administrative, and time-management abilities.
• Team-oriented with strong customer service skills.
• Ability to maintain strict confidentiality.
• Strong interpersonal skills with the ability to manage multiple priorities simultaneously.
• Ability to build and maintain effective relationships with faculty, staff, administrators, and external partners.