Administrator, Office of Medical Education

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.

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 senior-level administration within a medical school, academic medical center, or higher education institution.
• Experience supporting undergraduate medical education programs, academic faculty appointments, teaching assignments, or faculty compensation coordination.
• Experience managing departmental budgets, financial forecasting, procurement, and personnel transactions in an academic environment.
• Experience supervising administrative staff and coordinating multi-site educational operations.
• Experience supporting faculty development programs, Resident-as-Teacher initiatives, or academic program improvement.
• Familiarity with medical education administration, academic affiliations, and accreditation-related administrative processes.
• Experience using Oracle or comparable enterprise financial, human resources, or administrative systems.