Administrative Coordinator

Research Foundation For Mental Hygiene, Inc. • New York, NY • 59min ago

Job Title: Administrative Coordinator Grade: 18Salary: $67,552-$81,257The Research Foundation for Mental Hygiene, Inc. (RFMH) is seeking a highly organized and detail-oriented candidate for the position of Administrative Coordinator in the Department of Comparative Medicine (DCM) at the New York State Psychiatric Institute (NYSPI).Reporting directly to the Director of DCM, the Administrative Coordinator will provide administrative support to the Director and other DCM management. The Administrative Coordinator will manage the departments animal census data, maintain training records, and update website content. The incumbent will assist with the day-to-day operations through accurate record keeping, timely communication, and well-organized administrative processes.Key responsibilities include calendar and meeting management, stakeholder communications, budget support, preparation for AAALAC and state inspections, animal census management and reconciliation in Tick@Lab.Duties and Responsibilities:1. Departmental Communication & Administrative Operations Serve as the DCM offices primary point of contact for administrative inquiries from investigators, research staff, vendors, and other stakeholders, providing prompt, accurate, and professional responses. Manage calendars for the Director and other DCM management. Schedule meetings, coordinate appointments, and prepare and route general administrative correspondence. Plan, schedule, and coordinate weekly animal care staff and supervisor meetings; prepare agendas, record accurate minutes, and track action items through completion. Coordinate and support preparation for triennial AAALAC site visits and the annual state inspection, including scheduling, document collection, and facility logistics.2. Operations & Budgetary Support Provide backup support for operational tasks (e.g., cage card printing and order review) and daily administrative workflows. Track invoices, vendor payments, and departmental expenses. Track and process annual institutional and individual membership renewals, ensuring timely filing and documentation. Assist the Director with budget estimations, tracking, and annual fiscal planning.3. Animal Census & Data Management Manage, audit, and reconcile animal census data (via Tick@Lab) to ensure data integrity, compliance, and accurate per diem billing. Maintain and optimize system configurations related to cage card census tracking, reconciliation workflows, error detection, and reporting. Partner closely with Animal Care Technicians and supervisory staff to identify census discrepancies, investigate root causes, and execute corrective actions. Serve as the primary liaison to NYSPI IT (psyIT) and software vendors (a-tune, the Tick@Lab vendor) to report and resolve technical issues; assist with system testing, updates, and configuration changes.4. Content Management & Training Support Assist with the development, formatting, maintenance, and publication of training materials, presentations, and learning modules for the DCM website and training platforms. Coordinate and maintain departmental electronic document management systems (e.g., OneDrive) and website content. Maintain and systematically track training records and compliance documentation for all personnel in the animal care and use program. Perform other duties as assigned.Minimum Qualifications: Associates degree or higher from an accredited institution, or an equivalent combination of education and experience. Minimum of two (2) years of administrative support experience in a scientific, academic, medical, or research environment.Preferred Qualifications: High proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel, including sorting, filtering, lookups, and pivot tables) and experience with digital document management platforms (e.g., OneDrive, SharePoint). Experience with specialized compliance

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