Administrative Specialist

Administrative SpecialistJob Location(s)US-NY-Old WestburyJob ID2026-4579DivisionCollege of Osteopathic MedicinePosition TypeStaffTypeRegular Full-TimeCategoryAdministrative/ClericalOverviewNew York Institute of Technology's six schools and colleges offer undergraduate, graduate, doctoral, and professional degree programs in in-demand disciplines including computer science, data science, and cybersecurity; biology, health professions, and medicine; architecture and design; engineering; IT and digital technologies; management; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education founded in 1955, it welcomes nearly 8,000 students worldwide. The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world. More than 120,000 alumni are part of an engaged network of physicians, architects, scientists, engineers, business leaders, digital artists, and healthcare professionals. Together, the university's community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future. For more information, visit nyit.edu.NYTech's College of Osteopathic Medicine seeks an Administrative Specialist for the department of Osteopathic and Manipulative Medicine (OMM) located at the Long island (Old Westbury, NY) campus.Responsibilities * Provide administrative support to the faculty and the Department of Osteopathic Manipulative Medicine (OMM) to ensure efficient daily operations and support of departmental, academic, clinical, and event-related activities. * Assist faculty with departmental and school-related needs, including ordering supplies, scrubs, and equipment, and supporting faculty requests related to technology, logistics, and general administrative operations. * Track faculty attendance and manage vacation and absence requests. Coordinate and submit clinic block schedules and assist with faculty scheduling needs. * Facilitate and support work-study students and the OMM Teaching Assistant (TA) program, including scheduling, communication, and administrative coordination. * Maintain and manage the department's teaching, clinic, and event calendars, including scheduling and reservations for the OMM laboratory and other campus spaces. * Manage calendar and schedules, ensuring efficient coordination of meetings, appointments, and events while maintaining strong organization and attention to detail. * Process, monitor, and track departmental expenditures, faculty reimbursements, purchasing requests, and event-related expenses. Assist with budget oversight and financial administrative processes, including Workday transactions, purchasing workflows, and expense tracking. * Budget management. * Assist with planning and coordinating departmental meetings, continuing medical education (CME) events, and OMM Center programming, including identifying appropriate event space, managing registration, ordering catering, requesting ATG and facilities support, and coordinating logistics for successful event execution. * Support promotional and communication efforts for departmental and OMM Center events, including advertising, announcements, and outreach to faculty, staff, students, and external participants. * Assist with coordinating and scheduling student organization activities (including SAAO events), as well as scheduling student rotations with OMM department faculty. * Serve as a primary departmental liaison for students, faculty, research subjects, and external inquiries, providing professional, timely, and responsive communication. * Maintain accurate records, support departmental reporting needs, and ensure administrative processes are handled in a timely and organized manner. * Other duties as assigned to support the department and college as needs arise