Overview
The Administrator will be involved in all aspects of the operation of the Center for Disaster Medicine and will support the management of projects across the Center including research, consulting, and education and training program delivery. Additionally, the Administrator will provide executive support to the Center Director. The Administrator will be the key point of contact for all Center business for both internal and external sources. The Administrator will work closely with the Center Director on a variety of activities including but not limited to: the preparation of grant proposals; fundraising; marketing; coordinating courses, training programs and other center activities; daily administrative support of Center business; accounts payable and receivable; reconciliation of financial statements; work orders, invoices and check requests; processing purchase orders; preparation of reports; ordering equipment and supplies and other tasks as directed. In addition, this role will support the educational program including assisting in presenting and developing curriculum in the teaching of programs. Lastly, the Administrator will be responsible for other tasks assigned by the Director. Exemplary administrative, organizational and problem-solving skills with the ability to work independently, be self-motivated and proactive in supporting the needs of the Director and the Center, adhere to project deadlines, to multi-task projects and prioritize responsibilities as well as interface with students, faculty, hospital, and NYMC senior management are essential to this position.
Responsibilities
Serve as Administrator for the Center for Disaster Medicine providing daily oversight of financial, operational, educational, grant, research and other activities of the Center. Provide executive assistance to the Center Director and administrative assistant functions for the center. Manage financial, purchasing, invoicing, accounts payable and reporting aspects of the Center to include but not limited to:
Responsible for daily management and reconciliation of all Center for Disaster Medicine accounts. Track revenue and expenses for all accounts in real time for accuracy and compliance with budget. Confirm internal tracking with NYMC and Touro systems to validate accuracy of both. Reconcile monthly expenses on Center credit cards.
Prepare check requests, purchase orders, and travel advances/reimbursements. Problem solves any issues with these items.
Process and keep a log and file of all Center contracts, agreements and accreditations.
Invoice all clients (individual and organization) to all services provided by the center and assure accounts payable functions are done including interface with NYMC individuals responsible for these functions. Assure Center processes are in-line with NYMC systems and policies.
Assist Director with budgeting, grant reporting and annual report creation.
Oversee daily operational functions of the center to include but not limited to:
Direct planning and assure all operational needs are met with input and direction from Director, Deputy Director and Center instructors for all Center courses, programs and activities.
Assure all equipment, supplies and catering is provided as needed for all Center Programs.
Plan and execute all aspects of Centers quarterly symposiums.
Maintain mailing lists and contacts nationwide.
Support the public relations, development and fundraising activities of the Center for Disaster Medicine to include but not limited to:
Work closely with University Development Office on external funding opportunities and prepare documents for grant submission.
Maintain up-to-date Center marketing materials, including print literature, and the Center website.
Coordinate media requests, communications materials, press releases and marketing materials with the Office of Public Relations.
Manage Center's social media platforms.
Support the educational activities of the Center for Disaster Medicine to include but not limited to:
Interact with faculty and students.
Schedule interviews for student internships, rotations and research. Coordinate student credentialing with clinical sites for student clinical rotations in Center courses, research and activities.
Work with faculty to develop curriculum and obtain continuing education credits.
Schedule training programs, manage registration and payment, process certificates and market educational programs.
Assure all educational program required paperwork is completed and filled including post-course evaluations.
Maintain processes and all files for all instructors, courses, programs and educational accreditations and sponsorship.
Support the grant and research activities of the Center for Disaster Medicine to include but not limited to:
Assist in the preparation of grants and responses to requests for proposals.
Create draft reports for all funders in the format and with the data requested.
Work closely with the Center Director and associated investigators to perform the activities associated with research projects.
Manage databases, perform basic data entry, and run analyses as requested.
Assist in the submission of manuscripts to journals for publication, and abstracts to conferences for presentation.
Coordinate with external research partners.
Prepare progress report as requested.
Assist with IRB submissions.
Provide executive support to director and administrative assistance to Center to include but not limited:
Maintain the Director's calendar and schedule meetings.
Answer director and center's phone calls, respond to requests for information, interact with students and faculty, order supplies and equipment as needed.
Other duties as assigned by the Director and Deputy Director, Center for Disaster Medicine.
Qualifications
Education/Experience:
Minimum 5 years of experience reporting to senior level professional preferable in a college or university setting. Experience in executive assistance and office management is desirable.
Bachelor's Degree Required. Master's degree or equivalent educational and professional experience preferred.
Knowledge/Skills/Abilities:
Knowledge of financial planning, accounting, grant reconciliation and both financial and accounting software.
Proficiency with Microsoft Office Suite and Adobe Acrobat is required. Familiarization with graphic design software such as Adobe Illustrator, and Creative Suite is preferred.
Must be proficient with operation of office machines such as fax, scanner, copier, printers and PCs.
Prior experience and knowledge of educational programs, EMS, first responders, disaster medicine, research and grants preferred.
Minimum Salary
USD $52,000.00/Yr.
Maximum Salary
USD $65,000.00/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 2026-13032
Position Type Full-Time
Schedule Shift 1
Hours Per Week 35
Travel 10%
Category Administration
FLSA Status Exempt
