Program Associate

NYU Grossman School of Medicine; New York (NY); On-site; USD 43,656 - 53,424; Full time

Job summary

NYU Grossman School of Medicine's Department of Population Health is seeking a Program Associate to provide administrative and research support to the Policy and Program Evaluation (PPE) group, collaborating with a diverse team across disciplines.

The successful candidate will manage scheduling, data collection coordination, clerical tasks, purchasing, and grants-related activities, bringing initiative, professionalism, and strong communication.

Qualifications

• Associate's Degree required; 1 year office experience preferred.
• Strong oral, written and interpersonal communication skills.
• proficiency with Microsoft Office (Word, Excel, PowerPoint, Access) and calendar/email systems.

Responsibilities

• Scheduling and coordinating meetings, site visits and events; handle logistics and notes.
• Oversee data collection databases, track progress, and manage participant incentives.
• Provide clerical support (data entry, emails, photocopying) and office operations.
• Assist with purchasing, travel arrangements, reimbursements and invoicing.
• Support grants-related activities, including proposal development and progress reports.
• Participate in special projects and other duties as required.

Skills

Oral and written communication

Interpersonal skills

Multitasking

Education

Associate's degree

Bachelor's degree (preferred)

Tools

Microsoft Office

Email/calendar tools

Job description

Position Summary

We have an exciting opportunity to join our team as a Program Associate. The New York University School Grossman of Medicine Department of Population Health (DPH) is a dynamic environment of excellence, innovation and growth with faculty across a wide range of disciplines including behavioral and social sciences, epidemiology, health services research, evaluation, biostatistics, and medical ethics with a particular focus on health equity. The Program Associate will provide administrative and research support to the Policy and Program Evaluation (PPE) group and will have a central role on the team. The successful candidate will have a high degree of professional maturity, commitment to excellence, independence, flexibility, and initiative and will possess the ability to work collaboratively with diverse individuals, teams and populations both internally and externally.

Job Responsibilities

• Scheduling & Coordinating - Organize and coordinate schedules, activities, site visits, and special events with collaborators and consultants as necessary. Set up and coordinate meetings (including teleconferencing and video conferencing) by checking and coordinating logistics and technical support, making food and beverage arrangements, and other related activities. Manage calendars, make complex scheduling arrangements involving multiple parties under minimum direction. Take and distribute meeting notes.
• Project/Program Support - Oversee primary data collection databases for multiple projects, including assignment of potential participants to team members, tracking and reporting on data collection progress, and managing incentives for participants. Facilitate and perform primary data collection through direct outreach, recruitment, survey and interview administration.
• Clerical Support - Provide clerical support to the PPE team (photocopy, emails, data entry, etc.) and other related duties as needed. May order office supplies. Resolve non-routine situations based on established policies and procedures and refer non‑solved issues and questions to the appropriate party.
• Purchasing and Accounts Payable - Provide administrative support including ordering supplies, arranging travel for study team members, ordering and distributing participant incentives, processing staff reimbursements, and submitting invoices for subcontractors and vendors.
• Grants - Assist in grants related activities such as developing grant applications/proposals, collecting and organizing required paperwork for submission if required for the grant. Prepare standard progress reports for research sponsors.
• Participate in special project/programs and perform other duties as required.

Minimum Qualifications

Associate's Degree is required. Minimum of 1 year of related experience in an office setting or the equivalent combination of education and experience. Effective oral, written and interpersonal communication skills. Working knowledge of Microsoft Office Word, Excel, PowerPoint and Access; ability to develop basic formulae for spreadsheets; set up routine computer procedures. Ability to access e‑mail, electronic calendars and other basic office support software. Ability to proofread documents and write clear, concise first drafts. Ability to type at a speed of at least 45 words per minute. Knowledge of standard office practices. Ability to multitask while paying attention to details. Ability to use standard office equipment such as copy machines, multi‑line telephones and fax machines.

Preferred Qualifications

Bachelor's degree or equivalent in business administration, public administration, healthcare administration, public health, psychology or related discipline. One year of related experience in an office setting or an equivalent combination of education and experience. Proficiency in using various Microsoft Office applications such as Word, Excel, Access, PowerPoint and Outlook. Familiar with Internet applications. Effective oral, written, communication and interpersonal skills. Ability to interface effectively with all levels of management and to work and communicate effectively with individuals both internal and external to the team. Ability to work within a team environment as well as independently. Time management skills and ability to work well under pressure. Ability to multitask while paying attention to details. Fluency in Spanish is a plus.

Salary

NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $43,656.26 – $53,424.00 annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses, differential pay or other forms of compensation or benefits.

Equal Employment Opportunity

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply.