Administrator, Dean's Office, College of Medicine
SUNY Downstate Health Sciences University · Brooklyn
The Dean's Office in the College of Medicine at SUNY Downstate Health Sciences University is seeking a full-time Senior Staff Associate / Administrator.
Job Summary
The Senior Staff Associate provides senior-level administrative and operational leadership in support of institutional and departmental objectives. The incumbent oversees complex administrative functions, financial and personnel operations, program coordination, and strategic initiatives; advises leadership on administrative matters; and collaborates with institutional stakeholders to support effective operations, sound resource management, and continuous improvement. The position exercises independent judgment within assigned responsibilities and established institutional policies and procedures.
Key Responsibilities and Duties
Oversee and coordinate complex administrative and operational activities, ensuring effective service delivery, compliance with institutional requirements, and efficient use of resources.
Advise departmental or divisional leadership on operational priorities, administrative planning, process improvements, and implementation of institutional initiatives.
Coordinate the preparation, administration, monitoring, and forecasting of operating and personnel budgets; analyze financial information and prepare reports and recommendations.
Oversee administrative processes relating to purchasing, procurement, travel, contracts, and expenditure tracking in accordance with applicable policies and approval requirements.
Coordinate personnel administration, workforce planning, recruitment and onboarding activities, position management, and related processes in partnership with Human Resources and other responsible offices.
Provide direction and oversight to assigned administrative staff, where applicable, including work assignments, workflow coordination, performance feedback, and staff development.
Plan, coordinate, and evaluate programs, operational projects, and administrative initiatives; monitor progress and recommend improvements.
Develop and maintain administrative procedures, records, reports, and internal controls that support accountability and operational effectiveness.
Collaborate with academic, clinical, administrative, and external stakeholders to resolve operational issues and advance institutional priorities.
Prepare analyses, presentations, correspondence, and other materials to support leadership decision-making; represent the unit on committees or working groups as assigned.
Perform other related duties as assigned.
Department-Specific Responsibilities – College of Medicine / Dean’s Office
Coordinate administrative and operational activities supporting the College of Medicine and its academic departments, in collaboration with the Dean’s Office, departmental leadership, and faculty.
Support the planning, administration, and ongoing operational needs of undergraduate medical education programs, including academic program resources and related administrative infrastructure.
Coordinate with the appropriate undergraduate and graduate medical education offices on activities involving shared resources, educational programs, and institutional requirements.
Assist with College of Medicine and departmental financial activities, including medical education operating and personnel budgets, expenditure forecasts, procurement, and travel administration.
Provide administrative support for grant-related activities, including coordination of financial documentation, expenditure tracking, and communication with institutional grants and finance offices.
Participate in academic and departmental program planning, strategic initiatives, and special projects in collaboration with the Dean, department chairs, faculty, and campus administration.
Facilitate administrative coordination among the College of Medicine, University Hospital, practice plans, affiliated organizations, and other institutional stakeholders.
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