Administrative Coordinator I - Cardiology

About the role

The Administrative Coordinator I supports the Division of Cardiology and its training programs, coordinating academic and clinical appointment processes, fellowship administration, visa and credentialing activities, scheduling, and regulatory documentation.

Responsibilities

• Career appointments/reappointments for postdoctoral appointments including Clinical Fellows, Research Fellows, Research Scientists, and visiting Fellows (In-Rotators), and Observers for General Cardiology all Advanced Cardiology Programs, and Preventive Medicine & Nutrition at CUIMC/NYPH.
• Administer administrative processes to improve operational efficiency and support organizational goals.
• Maintain filing systems and ensure compliance with institutional, GME, and accreditation requirements.
• Prepare malpractice forms, submit visa termination forms, increase in complement forms, program letters of agreement, and requests for new in-rotations for outside institutions.
• Coordinate and enter cardiology training schedules, vacation schedules, and faculty teaching schedule.
• Draft agreements, nomination letters, reappointment letters, and initiate J-1 and H-1B Visa applications.
• Coordinate and schedule Cardiology Grand Rounds Lectures, draft invitations, confirmations, and prepare check requests for honorariums.
• Prepare annual itineraries for ACC and AHA conferences, compile and print fellow evaluations, and provide updated appointment forms and letters.
• Attend monthly GME Coordinator Meetings.

Requirements

• Bachelor's degree or equivalent in education and experience, plus three years of related experience.
• Knowledge of academic/residency/fellowship appointments.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Effective interpersonal skills, with the ability to liaise with faculty, trainees, and external stakeholders.

Qualifications

• Preferred: Experience with GME/fellowship programs, academic appointments, or credentialing systems.
• Familiarity with visa processing and International Affairs procedures.
• Knowledge of ACGME accreditation requirements, academic medicine structures, or CUIMC policies.