Administrative Specialist- Clinical Specialities

Overview

New York Institute of Technology's six schools and colleges offer undergraduate, graduate, 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 112,000 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.

Responsibilities

New York Institute of Technology- College of Osteopathic Medicine seeks an Administrative Specialist to work in our Clinical Specialities department at the Long Island campus. Reporting to the Chair, responsibilities include:

• Oversee daily operations of Clinical Specialties Dept. and maintain department chair's calendar to ensure conflict free.
• Renew and maintain medical licenses, DEA licenses, board certifications & member dues for all faculty members.
• Assist with booking all travel & hotel accommodations for department and Chair and all its faculty members for all conferences including trip reimbursements as well as assist with reconciling of all expenses not trip related in Workday platform.
• Responsible for all departmental payments via company P-Card and all reconciliations.
• Create purchase requisitions when departmental needs call for it and send to finance department with supporting documents.
• Keep track of the departmental budget and ensure we do not go over our budget limits.
• Responsible for taking and distribution of minutes for monthly departmental meetings.
• Coordinate lunch for virtual/in-person meetings.
• Update semester Syllabus for all Clinical Specialties faculty members & make changes when appropriate.
• Report all CME credits for all CBL instructors, didactics calendar, Online lectures, Ultrasound program & BLS instructors.
• Handle inventory of departments medical and office supplies as well as any books faculty needs purchased.
• Help manage departmental Workday platform policies and procedures
• Help prepare documents needed for COCA visit as they pertain to the department and its faculty members when requested.
• Handle facilities requests needed for Clinical Specialties faculty members & departmental needs.
• Interact closely and collaborate with other department administrative assistants when needed.

Qualifications

Required Degree(s): Bachelor of Arts (BA).

Able to multitask and follow up on multiple assignments at one time.

Ability to balance the day to day operations of a busy department with multiple clinicians.

Work closely with the department Chair.

Proficient in Excel, Word, Google docs, Onedrive and Zoom. Knowledge of Workday management platform helpful.

Detail oriented and able to keep excellent records for all activities in the department.