Dean’s Office Executive Administrator (Operations & Projects)

SUNY Downstate Health Sciences University; New York (NY); On-site; USD 95,000 - 135,000; Full time

Job summary

SUNY Downstate Health Sciences University in Brooklyn seeks an experienced Department Administrator to lead the Dean’s Office operations. You will oversee finance, HR, procurement, facilities, and event coordination to ensure policy compliance and operational excellence.

The role supports recruitment, onboarding, and high-level meetings; you will manage budgets, communications, and cross-unit collaboration to enable the Dean’s Office and College of Medicine to function optimally.

Qualifications

• Bachelor’s Degree required.
• Seven (7) or more years of experience providing high-level administrative support to a senior-level executive.
• Ability to handle sensitive and confidential information with discretion.
• Strong communication and interpersonal skills with diplomacy.
• Customer-service oriented and professionally represent the Dean’s Office.
• Ability to take initiative and work independently or collaboratively.
• Excellent organizational, planning, and prioritization skills.
• Ability to adapt to changing priorities and deadlines.
• Commitment to high-level, responsive service.
• Proficiency with Microsoft Office and basic web maintenance.
• Ability to set up and troubleshoot Zoom meetings.
• Master’s Degree preferred.
• Experience with financial processing and budget management preferred.

Responsibilities

• Serve as the primary business and administrative manager for the Dean’s Office.
• Oversee HR and personnel-related activities coordination with HR.
• Coordinate recruitment, onboarding, and personnel actions.
• Oversee financial operations and the annual operating budget.
• Manage day-to-day operations for supplies, signage, and operational needs.
• Process purchase requisitions and manage cards (travel, NET).
• Lead project management for the Dean’s Office with initiative and confidentiality.
• Prepare materials for high-level meetings and manage travel arrangements.
• Oversee office budgets for supplies and events; maintain inventory and files.
• Support calendars, travel, and minute-taking for Dean’s Office team.
• Coordinate facilities maintenance, space planning, and renovations.

Skills

Administrative support

Discretion and professionalism

Communication & interpersonal skills

Customer service orientation

Initiative and judgment

Organizational and prioritization

Adaptability

Attention to detail

Multitasking

Video conferencing setup

Education

Bachelor's Degree

Master's Degree

Tools

Microsoft Office Suite

Zoom

Web content maintenance

Job description

SUNY Downstate Health Sciences University in Brooklyn seeks an experienced Department Administrator to lead the Dean’s Office operations. You will oversee finance, HR, procurement, facilities, and event coordination to ensure policy compliance and operational excellence.

The role supports recruitment, onboarding, and high-level meetings; you will manage budgets, communications, and cross-unit collaboration to enable the Dean’s Office and College of Medicine to function optimally.