Administrative Coordinator

The Administrative Coordinator provides direct support to the Associate Dean for Clinical Research Education and the ICTR research education and training programs. S/he assists the ICTR Associate Deans, Program Directors, Faculty and Administrators with responsibilities relative to the logistics and activities that enable the effective running of a variety of educational programs that reside within the Harold and Muriel Block Institute for Clinical and Translational Research at Einstein and Montefiore. These include Masters and Doctoral degrees, certificate programs, lecture series, and various courses. Principal duties and responsibilities include, but are not limited to:

• Schedule high-level conference calls and manage calendars for the Associate Dean and senior faculty;
• Coordinate all travel arrangements for the Associate Dean and Program Directors;
• Take notes at critical meetings, create correspondence, order supplies, and maintain files and office equipment;
• Assist with recruitment, advertising and admissions processes for the educational programs;
• Assist with coordinating program evaluation and continuous quality improvement sessions, collecting data, and organizing reports as needed;
• Coordinate, schedule and communicate the Health Research Implementation Science Grand Rounds, including updating distribution lists, arranging in-person and virtual meeting venues, and assisting speakers with slide presentations;
• Coordinate the Clinical & Translation Science (CTS) Pilot Module (CTS-PM) and Management Committee (CTS-MC) leadership meetings, including distributing the pilot funding opportunity announcements and requests for applications, scheduling pilot application review sessions, providing information to the award applicants and assisting in collection and tracking of data for reporting purposes;
• Type and distribute student semester schedules;
• Set up classrooms and required A/V and IT systems;
• Schedule and prepare materials for student orientation and classes;
• Assist with course management utilizing software programs;
• Assist with organizing Mock Study sections, including scheduling/meeting logistics, announcing dates, sending email reminders, and tracking due dates and attendance;
• Prepare faculty and student reimbursements;
• Organize graduations and other events;
• Assist with arranging for and hosting guest speakers;
• Manage conference room schedules;
• Other duties as required.

High School Diploma or equivalent required; Bachelor’s degree preferred. Minimum of 3-5 years of administrative coordinator or related experience is required. Some familiarity with college/academic organizational policies and procedures is preferred, but not required. Skills and Competencies Required:

• This position requires a high degree of flexibility, and the ability to handle special assignments as determined by the needs of the office of the Associate Dean.
• S/he must be able to excel in a fast-paced, team-oriented environment and multi-task effectively. The ability to prioritize and follow through on work is essential.
• S/he must demonstrate a high degree of reliability and dependability, consistently fulfilling commitments and meeting deadlines.
• S/he must be able to produce accurate and timely reports, correspondence, documents, and spreadsheets.
• Must have excellent computer/technology skills, be proficient in Microsoft Office Suite, and be able to learn and adapt to new systems.
• Must consistently demonstrate good judgment and attention to detail with the ability to work independently.
• Strong interpersonal, oral and written communication skills are required.
• This position requires a high degree of maturity and the ability to maintain confidentiality of sensitive information, such as evaluations and grades, as well as other sensitive records.

The ICTR’s mission is to enhance the discipline of clinical and translational research by promoting multidisciplinary collaboration, addressing translational “blocks” in research, providing infrastructure and collaborative support, and enhancing training, education, and career development. The ICTR provides clinical investigators with specialized environments, including a vast infrastructure necessary to conduct sophisticated patient-oriented research. The Administrative Core supports all of the components of the ICTR, including Research Education and Training (RET) components. This position supports the activities of the Clinical and Translational Science Award (CTSA), including the KL2 Mentored Research Career Development Program and TL1 Predoctoral Research Training grant, PhD Concentration in Clinical Investigation (PCI) program, Burroughs Wellcome Fund (BWF) predoctoral training grant, the EXPLORE K12 program, as well as the Clinical Research Training Program (CRTP). In addition, this position provides direct support to the office of the Associate Dean for Clinical Research Education. This position is critical to support our longstanding and ongoing mission to provide high quality and comprehensive clinical research training and career development programs for our students, faculty and research professionals.