Administrator, Office of Medical Education

Downstate; New York (NY); On-site; USD 90,000 - 140,000; Full time

Job summary

SUNY Downstate Health Sciences University invites applications for a Senior Staff Associate/Administrator in the Office of Medical Education. The role provides executive-level administrative and operational leadership, shaping budgets, personnel processes, and program initiatives across affiliated instructional sites.

The incumbent advises leadership, coordinates complex administrative activities, and collaborates with stakeholders to enhance efficiency, accountability, and continuous

Responsibilities

• Oversee and coordinate complex administrative and operational activities, ensuring compliance and efficient use of resources.
• Advise leadership on operational priorities and implementation of institutional initiatives.
• Coordinate budgeting, forecasting, and financial reporting for operating and personnel budgets.
• Oversee purchasing, procurement, travel, contracts, and expenditure tracking per policies.
• Coordinate personnel administration, recruitment, onboarding, and HR-related processes.
• Provide direction to administrative staff, including workload planning and staff development.
• Plan and evaluate programs and projects; monitor progress and drive improvements.
• Maintain administrative procedures, records, reports, and internal controls.
• Collaborate with stakeholders to resolve operational issues and support priorities.
• Prepare analyses and materials for leadership decision-making and committee representation.
• Perform related duties as assigned.
• Partner with Chairs and leadership teams to coordinate administrative support for medical education programs across sites.
• Serve as primary administrative liaison among department chair, leadership team, and academic sites to enable coordination of medical education activities.
• Coordinate faculty teaching assignments, compensation documentation, and related personnel transactions.
• Support faculty development programs and educational initiatives to strengthen undergraduate medical education.
• Coordinate with Graduate Medical Education on activities intersecting with undergraduate education.
• Maintain infrastructure supporting undergraduate medical education including websites, resources, and supplies.

Job description

The Office of Medical Education 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 – Office of Medical Education, College of Medicine

• Partner with the Chair of the Department of Medical Education and Educational Leadership Team to coordinate administrative and operational activities supporting the delivery of undergraduate medical education programs across affiliated instructional sites.

• Serve as a primary administrative liaison among the Department Chair, Educational Leadership Team, academic departments, affiliated teaching sites, and University administration to facilitate coordination of medical education activities and initiatives.

• Coordinate faculty teaching assignments and related administrative processes, including verification of teaching contributions, documentation of approved compensation arrangements, preparation of faculty assignment and expectation letters, and coordination of associated personnel transactions with faculty home departments and Human Resources.

• Coordinate administrative activities supporting faculty development programs, Resident-as-Teacher initiatives, and other educational projects designed to strengthen undergraduate medical education and faculty teaching effectiveness.

• Facilitate coordination with the Office of Graduate Medical Education on educational activities, programs, and initiatives that intersect with undergraduate medical education.

• Maintain and coordinate the administrative infrastructure supporting undergraduate medical education programs, including departmental website content, instructional resources, supplies, materials, and related operational needs across educational sites.

• Provide administrative support for the SUNY Downstate New York Eta Chapter of Alpha Omega Alpha, including coordination of chapter activities, communications, and related administrative functions.