Program Coordinator

Einstein; New York (NY); On-site; USD 70,000 - 75,000; Full time

Job summary

Einstein's Belfer Institute and CPD Program seek a Program Coordinator to deliver administrative, operational, and programmatic support, ensuring smooth daily operations and timely communications for students, postdocs, faculty, staff, and external partners.

The role involves managing calendars, databases, budgets, reimbursements, and website updates, coordinating professional development initiatives, and serving as a central point of contact.

Qualifications

• Bachelor's degree preferred.
• 2–3 years of relevant administrative or program coordination experience.

Responsibilities

• Provide administrative and operational support for Belfer Institute and CPD.
• Coordinate annual calendar of professional development programming.
• Manage budgets, reimbursements, and vendor payments.
• Maintain databases, web content, and communications.
• Support postdoctoral fellow check-ins and policy compliance.
• Collaborate with offices and assist with event execution.

Skills

Communication

Organization

Multitasking

Attention to detail

Software learning

MS Office

Adobe Acrobat

Calendar management

Minutes taking

Marketing tools

Education

Bachelor's degree preferred

Tools

Banner

Constant Contact

MailChimp

Canva

Emburse

EPRO

Job description

About Us

The Program Coordinator provides administrative and operational support for the Belfer Institute for Advanced Biomedical Studies and the Career and Professional Development (CPD) Program. Working under the general direction of the Assistant Director, the Program Coordinator independently coordinates program operations, administers processes and initiatives, interprets and applies established policies and procedures, and serves as a resource to students, postdoctoral fellows, faculty, staff, and external partners.

We serve a vibrant community of over 300+ graduate students, 200+ postdocs, and early career researchers providing them with the resources and support they need to achieve their academic, career, and professional goals.

POSITION RESPONSIBILITIES

The Program Coordinator provides comprehensive administrative, operational, and programmatic support for the Belfer Institute for Advanced Biomedical Studies and the Career and Professional Development (CPD) Program. This role coordinates professional development initiatives, manages program organization and communications, maintains databases and web content, supports budget and financial processes, and serves as a point of contact for students, postdoctoral fellows, faculty, staff, and external partners.

The Program Coordinator plays a critical role in ensuring the effective delivery of programs and services that foster research excellence, career readiness, community engagement, and professional success for graduate students, postdoctoral fellows, and early career researchers.

RESPONSIBILITIES

Program Coordination/Administration:

• Provide administrative support for the Belfer Institute and Career and Professional Development (CPD) Program daily operations.
• Oversee administrative operations and coordination for all Belfer Institute, CPD, and BSL programs including planning, on-site execution, and post-event follow-up.
• Coordinate and administer the annual calendar of professional development programming for graduate students, postdocs, and researchers across the Belfer Institute and CPD Programs.
• Facilitate the annual postdoctoral fellow check-in initiative to support engagement, communication, and resource awareness.
• Track postdoctoral appointments and notify department administrators and faculty mentors in advance of the institutional five-year postdoctoral term limit to ensure compliance with applicable policies.
• Monitor attendance and manage data tracking for the annual Responsible Conduct of Research (RCR) course.
• Manage CPD budget by tracking and reconciling expenses related to program expenditures.
• Process reimbursements, purchase requisitions, vendor payments, and supply orders using institutional financial and procurement systems.
• Perform other related duties as assigned.

Database and Website Management:

• Maintain College Central Network (job) database for CPD, including twice-yearly student and postdoc bulk uploads.
• Maintain and update new job postings in opportunities bulletin and contact employers as needed about current job postings.
• Maintain and update a database of alumni and employers, ensuring accurate record-keeping of title, company, and contact information.
• Maintain listing of external contacts and speakers for CPD programming and events.
• Manage digital communications for the Belfer Institute and CPD by publishing timely updates, event schedules across program websites and online calendars.
• Assist in maintaining internal postdoctoral fellow records and databases.
• Coordinate with web team and IT department on website updates for CPD and Belfer Institute.

Communication:

• Compile and draft content for the Belfer Institute weekly and monthly newsletters.
• Curate and disseminate CPD programming for distribution through relevant institutional or departmental communications channels.
• Serve as primary contact for shared email inboxes, ensuring timely, accurate responses.

Collaboration & Support:

• Collaborate with the Graduate Division Office on joint activities and other institutional offices as needed.
• Participate in departmental meetings, committees, and special initiatives as assigned.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

• Bachelor's degree preferred.
• Minimum of 2-3 years of relevant administrative, program coordination, higher education, nonprofit, or related experience.

SKILLS AND COMPETENCIES

• Excellent written and oral communication, interpersonal, and organizational skills.
• Highly organized and detail oriented with a demonstrated ability to multitask, solve problems independently, and adapt to shifting priorities.
• Willingness and ability to learn new software platforms (e.g., Banner).
• Strong proficiency in Microsoft Office Suite (Word, PowerPoint, Excel), Adobe Acrobat, and internet navigation.
• Experience with calendar management, scheduling meetings, and maintaining minutes preferred.
• Knowledge of marketing software (Constant Contact, MailChimp, Canva) is a plus.
• Experience with expense management systems (Emburse, EPRO) and purchase orders is useful but not required.

Additional Information

In compliance with NYC's Pay Transparency Act, the annual base salary range for this position is listed below. Albert Einstein College of Medicine considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer.

Minimum Salary Range

USD $70,000.00/Yr.

Maximum Salary Range

USD $75,000.00/Yr.