Administrator, Dean's Office, College of Medicine

SUNY Downstate Health Sciences University; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

SUNY Downstate Health Sciences University is seeking a Senior Staff Associate / Administrator to provide senior-level administrative and operational leadership in support of the Dean’s Office and College of Medicine.

The role oversees complex financial, personnel, and program coordination, advising leadership and collaborating with stakeholders to improve efficiency, resource management, and institutional priorities.

Qualifications

• Bachelor’s degree in a related field is required.
• Minimum 5+ years of progressively responsible administrative experience in higher education, healthcare, or similar settings.
• Experience in budget or financial administration and operational management.
• Experience coordinating complex projects and cross-functional initiatives.
• Strong analytical, organizational, and judgment skills with the ability to handle sensitive information.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Equivalency of experience, education, and training may be considered.

Responsibilities

• Oversee complex administrative and operational activities with focus on efficiency and compliance.
• Advise leadership on priorities, planning, process improvements, and implementation of initiatives.
• Coordinate budgeting, forecasting, and financial reporting across multiple accounts.
• Oversee purchasing, procurement, travel, contracts, and expenditure tracking per policy.
• Coordinate HR processes including recruitment, onboarding, and staff development.
• Lead administrative staff with direction, feedback, and performance management.
• Plan, evaluate, and implement programs and operational initiatives.
• Maintain procedures, records, reports, and internal controls for accountability.

Skills

Budget management

Operational management

Strategic planning

Analytical thinking

Communication skills

Leadership

MS Office proficiency

Education

Bachelor’s Degree in Business Administration or related field

Master’s Degree in Business Administration or related field (preferred)

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Outlook

Oracle ERP (familiarity)

Job description

Job Description

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.

Responsibilities

• Provide administrative and operational support across the College of Medicine and assigned academic, educational, clinical, and administrative units.
• Serve as a strategic advisor to Department Chairs, Senior Associate Deans, faculty leaders, and administrative leadership regarding operational planning, business processes, resource allocation, and new initiatives.
• Oversee and coordinate human resources and personnel-related activities, including recruitment, onboarding, performance management, personnel transactions, and organizational support.
• Manage budget development, financial planning, forecasting, and financial oversight for multiple funding sources, including State, IFR, Research Foundation, HSCB Foundation, University Hospital, College of Medicine, and other affiliated accounts for assigned departments.
• Monitor account activity, expenditures, revenues, and financial performance, and prepare financial analyses and reports to support institutional decision-making.
• Liaise with finance, human resources, procurement, compliance, research administration, University Hospital, practice plan, and College of Medicine offices to facilitate effective operations and problem resolution.
• Develop business plans, productivity analyses, operational assessments, and recommendations for new and existing programs, initiatives, and services.
• Provide administrative support and operational oversight for undergraduate medical education, graduate medical education, faculty affairs, academic programs, and other College initiatives as assigned.
• Coordinate and support accreditation, compliance, regulatory, and performance improvement activities across assigned areas.
• Assist with the development, implementation, and maintenance of policies, procedures, and operational standards to promote efficiency and best practices.
• Provide grants administration and research support, including proposal coordination, budget monitoring, reporting, and compliance activities.
• Support strategic planning, program development, and implementation efforts in collaboration with College leadership, department chairs, faculty, and campus administration.
• Ensure the infrastructure supporting academic, educational, and administrative operations is maintained, including websites, databases, reporting systems, supplies, equipment, and other operational resources.
• Serve as a liaison between departments, the Dean's Office, University Hospital, faculty practice plans, and external stakeholders to facilitate communication and collaboration.
• Coordinate meetings, conferences, educational activities, special events, and institutional initiatives.
• Represent the assigned department's leadership groups on committees, task forces, and institutional meetings as requested.
• Provide administrative coverage and operational support for departments, programs, and leadership offices during vacancies, transitions, leave periods, or periods of increased operational need.
• Lead and participate in special projects, process improvement initiatives, and other assignments as directed by the Dean, Senior Associate Dean, or designated leadership.

Required Qualifications

• Bachelor’s Degree in Business Administration, Public Administration, Healthcare Administration, Higher Education Administration, Management, or a closely related field from an accredited institution.
• 5+ years of progressively responsible professional administrative experience in higher education, healthcare, public administration, or another comparably complex organizational setting.
• Demonstrated experience in budget or financial administration, operational management, and personnel-related administrative processes.
• Experience coordinating complex projects, administrative programs, or cross-functional initiatives and supporting management-level decision-making.
• Strong analytical, organizational, problem-solving, and judgment skills, with the ability to manage competing priorities and sensitive information.
• Excellent written, verbal, and interpersonal communication skills and the ability to work effectively with diverse stakeholders.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
• Or, a satisfactory equivalent combination of experience, education and training.

Preferred Qualifications

• Master’s Degree in Business Administration, Public Administration, Healthcare Administration, Higher Education Administration, Health Services Administration, or a closely related field.
• Experience in a senior administrative role within an academic medical center, medical school, hospital, or higher education institution.
• Experience supporting undergraduate or graduate medical education programs and academic departmental operations.
• Experience with financial forecasting, grant administration, procurement, and institutional resource management.
• Experience supervising professional or administrative personnel.
• Experience supporting strategic planning, program development, or operational improvement initiatives.
• Familiarity with academic medical center operations, relevant accreditation-related administrative processes, and SUNY or comparable public-sector policies.
• Experience using Oracle or comparable enterprise financial, human resources, or administrative systems.

About Us

Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Equal Employment Opportunity

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws. Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply. If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at [e-mail].