Administrator- Department of Disaster Medicine

Overview

The Administrator 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 Administrator will provide executive support to the Center Director and will serve as the key point of contact for all Center business, both internal and external.

The Administrator will work closely with the Center Director on a variety of activities including, but not limited to: preparation of grant proposals, fundraising, marketing, coordination of 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.

The role will also support the educational program, including assisting in presenting and developing curriculum in the teaching of programs. Exemplary administrative, organizational, and problem‑solving skills are required, along 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, multi‑task projects, prioritize responsibilities, and interface with students, faculty, hospital, and NYMC senior management.

Financial & Administrative

• 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‑solve any issues with these items.
• Process and maintain a log and file of all Center contracts, agreements and accreditations.
• Invoice all clients (individuals and organizations) for all services provided by the center and ensure accounts payable functions are completed in line with NYMC systems and policies.
• Assist Director with budgeting, grant reporting and annual report creation.

Operational Management

• Direct planning and ensure all operational needs are met with input and direction from Director, Deputy Director and Center instructors for all Center courses, programs and activities.
• Ensure all equipment, supplies and catering are provided as needed for all Center programs.
• Plan and execute all aspects of the Center’s quarterly symposiums.
• Maintain mailing lists and contacts nationwide.

Public Relations & Fundraising

• 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.

Education Activities

• 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.
• Ensure 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 sponsor ships.

Grant & Research Activities

• Assist in the preparation of grants and responses to requests for proposals.
• Create draft reports for all funders in the required format and with the requested data.
• Work closely with the Center Director and associated investigators to perform the activities associated with research projects.
• Manage databases, perform basic…