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Senior Administrative Coordinator

2 months ago

New York, New York, United States New York State Psychiatry Institute Full time
Position Title: Senior Administrative Coordinator & Project Supervisor

Grade Level: 22

Compensation Range: $79,116 - $95,435

The New York State Psychiatric Institute is on the lookout for a dedicated individual to take on the role of Senior Administrative Coordinator & Project Supervisor. This full-time position requires a blend of administrative prowess and project management expertise, utilizing independent judgment, initiative, and discretion.

The selected candidate will collaborate closely with department leadership, faculty, and staff, serving as a liaison with research divisions, core facilities, and ethics committees on behalf of the Vice Chair/Director of Research. Responsibilities include organizing and preparing data for presentations and analyses, managing performance evaluations and time records, scheduling meetings, and assisting in the coordination of departmental activities. Additionally, the role involves procuring office supplies and ensuring the maintenance of office equipment.

The ideal candidate will exhibit exceptional interpersonal and organizational skills, demonstrating the ability to take initiative, exercise sound judgment, meet deadlines, manage multiple projects concurrently, and prioritize effectively. Proficiency in business software applications (Outlook, Excel, Word, PowerPoint) and a comfort with emerging technologies are essential.

Key Responsibilities:

Administrative Support & Communication:
  • Delivering high-level support to the Vice Chair/Director of Research
  • Independently resolving issues as they arise
  • Managing and coordinating a complex calendar, including meetings and conferences
  • Organizing office files and maintaining an orderly workspace
  • Documenting meeting notes with clear action items and distributing them to participants
  • Arranging travel and processing reimbursements as necessary
  • Sending out regular communications on behalf of the Vice Chair/Director of Research
  • Preparing for meetings, including creating presentation materials and setting up necessary equipment
  • Collaborating with various departments and divisions
  • Screening incoming communications and visitors
Project Coordination:

Assist the Vice Chair/Director of Research with various projects, including but not limited to:
  • Managing the peer review process
  • Organizing research events, seminars, and forums
  • Facilitating the internal grant submission process
  • Supporting recruitment and retention efforts
  • Conducting annual surveys for research faculty
  • Overseeing the research cabinet and following up as necessary
  • Assisting with the organization of special meetings
Minimum Qualifications:
  • A bachelor's degree from an accredited institution
  • A minimum of four years of relevant experience supporting executive leadership
Preferred Qualifications:

Experience in an executive-level environment is highly desirable.

Work Environment: The New York State Psychiatric Institute is committed to fostering a diverse and inclusive workplace where all employees' unique attributes and skills are valued. We encourage applicants with lived mental health experience to apply. The Institute is an equal opportunity/affirmative action employer.