Administrative Manager (Dean's Office)

POSITION DETAILS

The CUNY School of Medicine at The City College of New York (CCNY), is the only medical school in the City University of New York system. Our innovative curriculum allows students to complete both their undergraduate Bachelor of Science (BS) and Doctor of Medicine (MD) degrees in seven years. CUNY School of Medicine also offers a Master of Science degree in Physician Assistant Studies (PA). Our mission is to provide access to medical education to talented individuals from social, ethnic and racial backgrounds historically underrepresented in medicine and to develop health professionals committed to practicing in under-served communities with a special emphasis on primary care and reducing health disparities. As a growing school, our philanthropic areas of growth will be in student scholarships and support to our educational and research missions.

Reporting to the Assistant Dean of Educational Affairs, the administrative manager provides executive-level support to the Dean of the CUNY School of Medicine at The City College of New York. The administrative manager will be responsible for the day to day operations of the Office of the Dean. The successful candidate will be working with the Dean’s Faculty, Staff, Student body and various constituents.

Duties include but are not limited to :

Lead and oversee the daily operations of the Office of the Dean to ensure smooth functioning.

Develop and implement improved workflow procedures in the department, ensuring correct and timely completion of all administrative work. Implements effective project management, data sharing, and record keeping procedures.

Manage the coordination of special meetings and events.

Prepares and ensures necessary logistical arrangements are made.

Manage the Dean’s Office budget; ensures timely processing of invoices, reimbursements and purchasing, and adherence to University financial policies and procedures, and troubleshoots challenges as appropriate.

Collaborate with the Development team in the planning and execution of fundraising initiatives.

Serve as the liaison to various departments and administrative offices within the School and College; communicates with internal and external contacts on behalf of the Dean.

Prepare and disseminate correspondence on behalf of the Dean; prepares minutes, presentations, reports; reviews and edits manuscripts and grant applications for organization, structure, and style;

Review Dean’s Office calendars daily and ensures that relevant documents, reports and background materials are provided in advance to the dean. Ensures that schedules are well coordinated and followed.

Generate department reports and documents as directed by Medical School Dean; conducts research and prepares background and briefing materials for meetings.

Collect, analyze and disseminate information / data and reports on activities and outcomes.

Assumes additional responsibilities / oversight and execution of special projects as directed by the Dean.

QUALIFICATIONS

Bachelor's Degree and six years' relevant experience required.

Preferred Qualifications :

• Excellent organizational, interpersonal, oral and written communication skills, including a high level of attention to detail.
• Demonstrated ability to problem-solve and troubleshoot effectively
• Demonstrated ability to work independently as well as collaboratively in a fast-paced, dynamic environment.
• Ability to manage multiple projects effectively with minimal supervision.
• Sound judgment and discretion; ability to exercise tact and diplomacy, and maintain confidentiality.
• Ability to analyze and synthesize information effectively
• Solid command of the Microsoft Office suite (Word, Excel, PowerPoint)
• Familiarity with CUNYFirst highly preferred.

CUNY TITLE OVERVIEW

Manages administrative and program activities of an academic or administrative unit.

Manages administrative aspects of department operations such as admissions, recruitment, scheduling, facilities management, and events.

Serves as Office Manager, supervising and training staff, managing financial operations and budgets, and coordinating technology, equipment, security, and building maintenance requirements.

Represents management in meetings and activities related to department administration.

Maintains archives, inventories, or collections of materials or records needed by the department.

Works with fund-raising, marketing, technology, and other personnel to provide information and participate in Campus or University-wide initiatives.

Collect information for, produce, and distribute department reports covering program, fiscal, and human resources issues

Independently carries out unit activities such as approvals, student interactions, and participation in campus- or university-wide committees and projects.

Job Title Name : Administrative Manager

CUNY TITLE

Higher Education Associate

FLSA

Exempt

COMPENSATION AND BENEFITS

$86,645

Salary commensurate with education and experience.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement / pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.