Executive Assistant- Department of Disaster Medicine

Overview

The executive assistant 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 executive assistant will provide executive support to the Center Director. The executive assistant will be the key point of contact for all Center business for both internal and external sources. The executive assistant 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 executive assistant 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 Executive Assistant 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

Maximum Salary

Salary : $55,000 - $65,000