Senior Administrative Coordinator

Overview

The Senior Administrative Coordinator for the Office of Student Affairs (OSA) at the School of Medicine will provide comprehensive executive level administrative and operational support to the Dean of Students and support OSA programs and initiatives. The core functions of this role involve managing and prioritizing the Dean's busy schedule, coordinating the Gold Humanism Honor Society (GHHS) program, overseeing the House Advisory Deans’ calendars, and maintaining the OSA’s communication and digital presence. The ideal candidate for this primarily in-person position will possess exceptional organizational skills, a proactive attitude, and the ability to handle confidential information with discretion.

Responsibilities

Schedule and Calendar Management:

• Manage the Dean's complex calendar, including appointments, meetings, and events.

• Coordinate student appointments and scheduling for Student Affairs leadership and House Advisory Deans.

• Coordinate and schedule meetings, including arranging venues, preparing agendas, and taking minutes.

Administrative Support:

• Prepare correspondence, reports, presentations, meeting materials, and other professional communications for the Dean of Students.

• Support committee and other meeting operations, including scheduling, agenda preparation, minute-taking, and follow-up communications.

• Maintain confidential files and records.

• Coordinate and maintain records for programs including Career Planning initiatives, PAIR reporting, Learning Environment activities, other Student Affairs programs, and other programs as requested.

• Maintain Student Affairs website, digital resources, Microsoft Sways, and communication platforms, ensuring information is current, accurate, and engaging.

• Plan and coordinate student affairs events, ceremonies, workshops, and recognition programs.

• Assist with scheduling, and communication of Career Specialty Modules.

• Manage confidential student records and information in compliance with institutional policies and FERPA.

• Compile reports, maintain databases, and support accreditation and continuous quality improvement activities.

• Create professional memos and letters to distribute on behalf of the Dean of Students, deans, and director to students, staff, and administration.

• Collaborate with the communications team to enhance the online presence of the Office of Student Affairs and related programs.

• Assist with special projects and other duties as assigned by the Dean.

• Serve as Gold Humanism Honor Society (GHHS) Chapter Liaison maintaining records and documentation related to GHHS and organizing GHHS events, activities, and meetings.

Office Management:

• Maintain organized office files, records, and databases.

• Order office supplies and manage inventory to ensure the office is well-equipped.

• Provide general administrative support to the Dean and other staff members as needed.

Liaison Role:

• Serve as a point of contact for students, faculty, staff, and external stakeholders.

• Facilitate communication and ensure that inquiries and requests are promptly addressed.

Event Coordination:

• Plan and coordinate events and functions hosted by the Office of Student Affairs.

• Manage logistics, including venue selection, catering, and guest invitations.

• On occasion, be available to assist with events scheduled outside of typical working hours (e.g., evening student events).

• Perform other tasks, duties and / or projects as assigned by supervisor.

Qualifications

• Bachelor’s Degree or equivalent experience.

• Proficiency in Microsoft Office Suite (Outlook, Sway, Word, Excel, PowerPoint, SharePoint, Forms, Bookings), Google Suite (Drive, Docs, Sheets, Slides, Forms), learning management programs, and familiarity with website management tools.

• Minimum of 3-5 years of progressively responsible administrative experience, preferably in an academic or healthcare environment with experience implementing new programs and/or technologies.

• Ability to handle confidential information with discretion and professionalism.

• Proactive self-starter who can anticipate and prioritize the needs of the Dean and the office.

• Exceptional organizational and project management skills.

• Strong attention to detail and accuracy.

• Professional demeanor and excellent interpersonal, customer service, and communication skills - to enhance department’s overall awareness, accessibility, responsiveness, and efficiency.

• Ability to work independently, exercise sound judgment, and solve problems proactively.

• Flexibility and adaptability in a fast-paced environment.

• 35 hours per week primarily onsite with occasional evening hours to support student events and programs.

Minimum Salary

USD $66,300.00/Yr.

Maximum Salary

USD $66,300.00/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, [email protected] (646-565-6285) or, alternatively, to the Chief Compliance Officer at [email protected] and 646-565-6000 x55330.

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Job Locations US-NY-Valhalla

Requisition ID 2026-13768

Position Type Full-Time

Schedule Shift 1

Hours Per Week 35

Travel 10%

Category Administrative/Office Support

FLSA Status Exempt