Overview
The Finance and Operations Coordinator is responsible for assisting the Office of Academic Administration and Clinical Department Administrators (CDA) in managing the clinical department's budget, processing personnel actions, overseeing various financial and operational tasks, and coordinating renovations and space planning. This role ensures efficient operations and financial management, supporting the clinical department's goals and objectives.
Responsibilities
Finance:
Under supervision of CDA, serve as an expert budget manager, utilizing Banner Self-Service (SSB) and Tableau to oversee and reconcile departmental hard dollars, grants, designated purpose funds, affiliation funds, and student award funds. Conduct detailed financial analyses to support departmental planning and decision-making. Provide regular financial reports and insights to both the department and Dean's Office.
Under supervision of CDA, serve as an expert in the TouroOne Buy (Unimarket) online purchasing system, processing purchase orders, retrofit orders (check requests), blanket orders, and employee expense claim reimbursements. Additionally, manage the processing of honoraria payments to outside speakers in accordance with institutional policies.
Under supervision of CDA, actively monitoring and tracking grant balances, ensuring that project funds are utilized efficiently and in compliance with sponsor guidelines. Proactively manage grant end dates and notify the Dean's Office of any upcoming grant losses or funding gaps. Maintain an accurate and up-to-date grant database for the department, ensuring all records are complete and accessible. Collaborate regularly with Administrator and Office of Restricted Funds to discuss funding issues, provide guidance on grant management, and address any concerns related to project budgets
Assist Clinical Department Chair and Administrator in the preparation of annual department hard dollar budget as part of the annual college and school of medicine budget process. Assist in submitting department budget proposal for annual budget meeting with Dean's Office.
Assist the College Data Administrator (CDA) in managing user access and permissions for department funds within the Banner and Unimarket systems. Support departments and the College Budget Office by processing User Account Creation and Modification Forms (UACMF) to add, remove, or update access for faculty, staff, and guest users.
Under supervision of Dean's Office and Clinical Department Administrator, process Teaching Service and Administration (TSA) payments to faculty for clinic or on-call services and track TSA time and effort reports.
Assist CDA in management of department clinical trial study grants. Ensure a thorough three-way match between study contracts, invoice backup, and subject enrollment data to support compliance and proper financial management.
Operations:
Maintain comprehensive expertise in the TouroOne Enterprise system, including all Banner applications and modules. Act as a resource for system navigation, troubleshooting, reporting, and process optimization to support administrative functions and ensure data integrity across departments.
Under supervision of CDA, accurately preparing and submitting Electronic Personnel Action Forms (EPAFs) within the Banner system, ensuring all required data fields and justification comments are complete and compliant with institutional guidelines. Monitor the progress of submitted EPAFs and follow up as needed to ensure timely approval and processing.
Under supervision of CDA, complete and submit Personnel Requisition Forms (HR-3 form) with accurate position details, justification, and job descriptions in alignment with institutional needs. Ensure thorough follow-up to facilitate timely review, approval, and processing through appropriate channels.
Under supervision of CDA, coordinate capital projects, relocations, and renovations with Facilities and Capital Planning, Academic Administration, planners, designers, and vendors.
Under supervision of CDA, implement and maintain policy and procedure manuals for the department. Assist the Deans' Offices in space planning and coordinate all renovations and space issues.
Represent the department at college meetings, including HR Administrator Meetings.
Qualifications
Education requirement:Bachelor's degree in a relevant field (e.g., Finance, Business Administration)
Licenses or certifications: None required, but certifications in project management or financial management are a plus
Technical/computer skills:Proficiency in Microsoft Office Suite, database management, and financial software
Prior experience:Minimum of 3 years in a similar role within a medical or educational setting
Other skills/requirements:Excellent communication and organizational skills, ability to work independently and as part of a team, strong problem-solving abilities
Physical demands: Ability to sit for extended periods, occasional lifting of materials up to 20 pounds
Environmental demands: Office environment with occasional visits to hospital sites
Internal Contacts: Dean's Office Deans, Clinical Department Administrators, VP, Research, VP for Finance, CFO, General Counsel, Associate VP of Facilities Management and Capital Planning, Director, EHS Director, HR Director, IT Director, ORA Director, Comparative Medicine Director, Restricted Funds Chairs Core Directors Director for Academic Administration (SOM), Senior Manager, Faculty, Staff, Students
External Contacts: Vendors, AAMC Officials and Staff, Auditors and Consultants, Residents, Residency Program Directors and Coordinators
Minimum Salary
USD $44,000.00/Yr.
Maximum Salary
USD $55,000.00/Yr.
New York Medical College offers a comprehensive benefits package for full-time employees* which includes:
Full range of Health Plans
Medical Plans (choice of EPO, PPO, High Deductible HSA)
Flexible Spending Accounts (FSA)
Dental Plans (PPO & HMO) and Vision Plan
Dependent Care and Transit Programs
Life Insurance, AD&D and Voluntary Supplemental Life Insurance
Short-term and Long-term disability programs
Retirement Plan (403b) - matching contribution up to 5% for eligible/enrolled employees following one year of employment (may make own pre-tax contributions immediately following employment)
New York Medical College Tuition Exemption Program for eligible employees, their spouse and dependent children
Legal plan
Employee Assistance Program
Early-Release Fridays (October - March)
Generous Paid Time Off
Vacation, Sick Leave, Personal Leave
Annual Holiday Schedule
*Members of the 1199 SEIU and 32BJ unions may participate in some of NYMC's voluntary benefits, but they participate in separate Health and Welfare benefit programs.
New York Medical College (NYMC), a member of Touro University, is a health sciences College whose purpose is to educate clinical and public health professionals as well as researchers, to conduct biomedical and population-based research. Through its faculty and affiliated partners, the College engenders a diverse and inclusive community that promotes an atmosphere of excellence, scholarship and professionalism.
Touro University is an equal opportunity employer. Touro University treats all employees, job applicants, and students without unlawful consideration of race, ethnicity, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth or related medical condition), age, disability, medical condition, marital status, genetic information, sexual orientation, gender, gender identity, gender expression, military service or veteran status, citizenship status, or any other classification protected by applicable federal, state or local laws. We are committed to ensuring the fulfillment of this policy in all decisions, including but not limited to, recruitment, the administration of educational programs and activities, hiring, compensation, training and apprenticeship, placement, promotion, upgrading, demotion, downgrading, transfer, layoff, suspension, expulsion and termination, and all other terms and conditions of admission, matriculation, and employment.
Inquiries or complaints concerning the non-discrimination policies should be sent to Nicole Barnett, 202 West 43rd Street, 11th Floor, New York, New York, 10036, nicole.barnett@touro.edu (646-565-6285) or, alternatively, to the Chief Compliance Officer at compliance@touro.edu and 646-565-6000 x55330.
Job Locations US-NY-Valhalla
Requisition ID 2025-12396
Position Type Full-Time
Schedule Shift 1
Hours Per Week 35
Travel 10%
Category Administrative/Office Support
FLSA Status Non-Exempt
