"Administrative Manager"

Administrative Manager

Posted: 07-Jan-26

Location: New York, New York

Type: Full-time

Categories: Staff/Administrative

Internal Number: 554715

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $80,000.00 - $105,000.00

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Reporting to the Departmental Administrator, and the Chairman, and working collaboratively with the Directors, the Administrative Manager will perform personalized and confidential administrative duties with discretion and independent judgment and interface with senior and administrative staff members and a wide array of University and Hospital offices, faculty members, corporations, and government agencies. Within the Department the incumbent will support all three missions: clinical care, research, and education. With regard to clinical care, the incumbent will work closely with the clinical support team and manager/supervisor to optimize coordination of clinical schedules and on call schedules with academic schedules. In addition, the incumbent will track provider, CME Activities, licensure (multiple states) and board certification(s), facilitate new and renewal licensure and any similar applications (i.e., DEA, ABPN, UCNS) to avoid lapse. With Regard to the education mission the incumbent in collaboration with the Chair/ Vice Chair oversee the coordination of the Department’s grand round series. The incumbent will also coordinate the academic schedule for the Vice Chairs in the Division of Research.

Responsibilities

• Oversee and manage the day – to day operations for the Executive offices, for the Department.
• Providing management / executive-level support for the Departmental Administrator and the Chairman.
• Resolving problems independently, relieving the Departmental Administrator and the Chairman of matters of detail, drafts, and initiating correspondence.
• Coordinating and assisting in gathering resource information for meetings and presentations and prepare reports and presentation materials.
• Managing the Departmental Administrator's and the Chairman's calendars, using sound judgment in determining priorities and overseeing all engagements and extensive travel schedule.
• Screening all incoming calls, mail and visitors; handling or redirecting contacts and communications not requiring the immediate and personal attention of the administrators.
• Acting as liaison between the administrative office and other departments within the hospital/university and other institutions.
• Maintaining personal and confidential files.
• Preparing financial expenditure reports and monitoring for timely processing.
• Taking and transcribing dictation, signing routine administrative correspondence and performing other duties with discretion.
• Scheduling meetings, conferences and appointments, advising attending parties of subject matter and providing required material.
• Scheduling departmental conference rooms.
• Ensures the conference rooms are returned to their original state when utilized by external staff.
• Organizing departmental conferences and events.
• In collaboration with the Clinical Operations staff, coordinates Chairman's patient schedules.
• Coordinates receipt of medical records and review by the Chairman prior to approval of new patient appointments.
• In collaboration with Clinical staff management team, oversee Physician time off request tracking, also develop & publish and on call schedules in Q-genda.
• Track provider, CME Activities, licensure (multiple states) and board certification(s), facilitate new and renewal licensure and any similar applications (i.e., DEA, ABPN, UCNS) to avoid lapse.
• Maintain and update Departmental Listservs
• Investigating and obtaining explanations of problematic situations and discrepancies, maintaining follow up on important projects and assignments.
• Overseeing and maintaining purchasing for administrative office (e.g. office supplies, beverages, food supplies) ensuring adequate supplies.
• Overseeing and maintaining executive office facilities working with EVS, Engineering & facilities to submit work orders and follow up on open and pending work orders.
• Working with faculty, and staff to provide information as needed.
• Perform general administrative functions, and related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent in education, training, and experience, plus at least 4 years of related experience.
• Excellent communication skills, both written and verbal, strong communication skills with attention to detail and ability to handle confidential information with excellent judgment and discretion- is a requirement.
• Demonstrated success in establishing and managing office operations and managing multiple priorities when needed.
• Excellent organizational skills, a proficiency in Microsoft word, excel, power point, corporate time and various computer applications.
• Ability to work in a fast-paced environment.

Preferred Qualifications

• A master’s degree in any field is preferred.
• Five years in an academic medical center setting directly involved in the administration of special projects or related areas.

Other Qualifications

• Prior experiences demonstrate the ability to independently set priorities, meet deadlines, plan and execute projects.
• The successful candidate will be detail-oriented and motivated.
• Must be a proficient user of the MS office Suite.