Administrative Specialist

New York State Energy Research and Development Authority; Village of Westbury (NY); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Generous paid time off

Holidays

Tuition remission

Retirement plans with employer contributions

Job summary

New York State Energy Research and Development Authority is seeking an Administrative Specialist for the department of Osteopathic and Manipulative Medicine at the Long Island campus. The role involves providing administrative support to faculty, managing departmental budgets, and coordinating events while ensuring the smooth operation of the department.

Candidates should have a Bachelor of Arts degree, proficiency in MS Office and Workday systems, and excellent organizational and communication skills. Opportunities for professional growth and generous paid time off are offered.

Qualifications

• Familiarity with budget management and Workday systems highly preferred.
• Strong organizational skills with the ability to multi-task.
• Attention to detail and problem-solving skills.

Responsibilities

• Provide administrative support to faculty and department operations.
• Assist with managing budgets and tracking expenditures.
• Facilitate departmental meetings and events organization.

Skills

Organizational skills

Written communication

Verbal communication

Time management

Problem-solving

Multi-tasking

Education

Bachelor of Arts degree

Tools

MS Office

Adobe Suites

Zoom

Microsoft Teams

Workday

Job description

Overview

NYTech’s College of Osteopathic Medicine seeks an Administrative Specialist for the department of Osteopathic and Manipulative Medicine (OMM) located at the Long Island campus.

Responsibilities

• Provide administrative support to the faculty and the Department of Osteopathic Manipulative Medicine (OMM) to ensure efficient daily operations and support of departmental, academic, clinical, and event-related activities.
• Assist faculty with departmental and school-related needs, including ordering supplies, scrubs, and equipment, and supporting faculty requests related to technology, logistics, and general administrative operations.
• Track faculty attendance and manage vacation and absence requests. Coordinate and submit clinic block schedules and assist with faculty scheduling needs.
• Facilitate and support work-study students and the OMM Teaching Assistant (TA) program, including scheduling, communication, and administrative coordination.
• Maintain and manage the department’s teaching, clinic, and event calendars, including scheduling and reservations for the OMM laboratory and other campus spaces. Manage calendar and schedules, ensuring efficient coordination of meetings, appointments, and events while maintaining strong organization and attention to detail.
• Process, monitor, and track departmental expenditures, faculty reimbursements, purchasing requests, and event-related expenses. Assist with budget oversight and financial administrative processes, including Workday transactions, purchasing workflows, and expense tracking.
• Budget management.
• Assist with planning and coordinating departmental meetings, continuing medical education (CME) events, and OMM Center programming, including identifying appropriate event space, managing registration, ordering catering, requesting ATG and facilities support, and coordinating logistics for successful event execution.
• Support promotional and communication efforts for departmental and OMM Center events, including advertising, announcements, and outreach to faculty, staff, students, and external participants.
• Assist with coordinating and scheduling student organization activities (including SAAO events), as well as scheduling student rotations with OMM department faculty.
• Serve as a primary departmental liaison for students, faculty, research subjects, and external inquiries, providing professional, timely, and responsive communication.
• Maintain accurate records, support departmental reporting needs, and ensure administrative processes are handled in a timely and organized manner.
• Other duties as assigned to support the department and college as needs arise.

Qualifications

• A Bachelor of Arts degree is required.
• Familiarity with budget management and Workday systems is highly preferred.
• Proficiency in MS Office, Adobe Suites, Zoom, Microsoft Teams.
• Strong organizational skills with the ability to multi-task.
• Excellent written and verbal communication skills.
• Attention to detail and problem solving skills.
• Excellent time management skills and the ability to prioritize work.

Other Information

New York Institute of Technology offers numerous opportunities to enhance personal and professional growth and provides employees with a competitive compensation and benefits program inclusive of generous paid time off, holidays, tuition remission, and retirement plans with employer contributions.

New York Institute of Technology is an Equal Opportunity Employer - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

In compliance with local legislation as well as to provide greater transparency to candidates, the annual base salary range for this position is listed. New York Tech considers factors such as (but not limited to) scope and responsibilities of the position, candidate experience/expertise, education/training, key skills, geographic location, internal peer equity as well as market, organizational considerations and/or applicable collective bargaining agreement when extending an offer.

Minimum Salary

USD $50,000.00/Yr.

Maximum Salary

USD $55,000.00/Yr.