Administrator- Department of Pediatrics

Department Administrator

The Department Administrator is responsible for providing comprehensive administrative support to the respective department chairs and faculty. This role encompasses faculty affairs, financial and operations management, research coordination, education support, and general administration, ensuring efficient and effective department operations.

Faculty Affairs:

• Serve as a subject matter expert in processing faculty appointments, promotions, and evaluations, ensuring accuracy, completeness, and alignment with institutional policies. Collaborate closely with the Office of Faculty Affairs to guarantee all documentation and procedures meet established standards. Proactively follow up throughout each stage of the process to facilitate timely review and finalization.
• Ensure accurate, organized, and up-to-date faculty records for all appointments, promotions, credentials, and evaluations, supporting compliance, reporting, and departmental operations; including copies to Human Resources
• Assist with onboarding faculty and staff and preparing faculty for promotion, including ensuring faculty CVs meet institutional formatting standards. Faculty members are responsible for maintaining and updating their CVs; the administrator will work with OFA to ensure CV is ready for appointment or promotion.
• In collaboration with the Office of Faculty Affairs, coordinate departmental faculty development programs and disseminate NYMC faculty development opportunities to faculty.

Finance and Operations:

• Maintain comprehensive expertise in the Touro One Enterprise system, including all Banner applications and modules. Act as a resource for system navigation, troubleshooting, reporting, and process optimization to support administrative functions and ensure data integrity across departments.
• Supervise and delegate Finance and Operations (F&O) Coordinator to accurately prepare and submit Electronic Personnel Action Forms (EPAFs) within the Banner system, ensuring all required data fields and justification comments are complete and compliant with institutional guidelines. Monitor the progress of submitted EPAFs and follow up as needed to ensure timely approval and processing.
• Supervise and delegate F&O Coordinator to complete and submit Personnel Requisition Forms (HR-3 form) with accurate position details, justification, and job descriptions in alignment with institutional needs. Ensure thorough follow-up to facilitate timely review, approval, and processing through appropriate channels.
• Serve as a proficient budget manager, utilizing Banner Self-Service (SSB) and Tableau to oversee departmental hard dollars, grants, designated purpose funds, affiliation funds, and student award funds. Supervise and delegate F&O Coordinator to reconcile and conduct detailed financial analyses to support departmental planning and decision-making, and provide regular financial reports and insights to both the department and Dean's Office.
• Serve as a proficient user in the Touro One Buy (Unimarket) online purchasing system. Supervise and delegate F&O Coordinator to process purchase orders, retrofit orders (check requests), blanket orders, employee expense claim reimbursements, and manage the processing of honoraria payments to outside speakers in accordance with institutional policies.
• Supervise F&O Coordinator to actively monitor and track grant balances, ensuring that project funds are utilized efficiently and in compliance with sponsor guidelines. Proactively manage grant end dates and notify the Dean's Office of any upcoming grant losses or funding gaps. Supervise F&O Coordinator to maintain an accurate and up-to-date grant database for the department, ensuring all records are complete and accessible.
  
  Collaborate regularly with faculty and Office of Restricted Funds to discuss funding issues, provide guidance on grant management, and address any concerns related to project budgets.
• Work closely with the Office of Academic Administration on finance, HR, and operational matters, including but not limited to, the preparation of the annual college budget. Partner with the department chair to prepare materials for the annual budget meeting with the Dean's Office.
• Supervise and delegate F&O Coordinator to coordinate capital projects, relocations, and renovations with Facilities and Capital Planning, Academic Administration, planners, designers, and vendors.
• Supervise and delegate F&O Coordinator to implement and maintain policy and procedure manuals for the department. Assist the Deans' Offices in space planning and coordinate all renovations and space issues.

Education Responsibilities:

• Coordinate and facilitate meetings between the department chair, faculty, and the Dean of Undergraduate Medical Education to discuss faculty involvement in teaching medical students. Support the department chair and faculty in engaging with the Dean of Students for discussions on delivering lectures related to career advisement and residency…