Administrative Specialist

The New York Institute of Technology's College of Osteopathic Medicine seeks an Administrative Specialist for the Department of Osteopathic and Manipulative Medicine (OMM) at the Long Island (Old Westbury, NY) campus.

Responsibilities

• Provide administrative support to the faculty and the Department of Osteopathic Manipulative Medicine (OMM) to ensure efficient daily operations and support of departmental, academic, clinical, and event-related activities.
• Aid faculty with departmental and school-related needs, including ordering supplies, scrubs, and equipment, and supporting faculty requests related to technology, logistics, and general administrative operations.
• Track faculty attendance and manage vacation and absence requests.
• Cookordination and submission of clinic block schedules and assistance with faculty scheduling needs.
• Facilitate and support work-study students and the OMM Teaching Assistant (TA) program, including scheduling, communication, and administrative coordination.
• Maintain and manage the department’s teaching, clinic, and event calendars, including scheduling and reservations for the OMM laboratory and other campus spaces.
• Manage calendar and schedules, ensuring efficient coordination of meetings, appointments, and events while maintaining strong organization and attention to detail.
• Process, monitor, and track departmental expenditures, faculty reimbursements, purchasing requests, and event-related expenses.
• Aid with budget oversight and financial administrative processes, including Workday transactions, purchasing workflows, and expense tracking.
• Budget management.
• Aid with planning and coordinating departmental meetings, continuing medical education (CME) events, and OMM Center programming, including identifying appropriate event space, managing registration, ordering catering, requesting ATG and facilities support, and coordinating logistics for successful event execution.
• Support promotional and communication efforts for departmental and OMM Center events, including advertising, announcements, and outreach to faculty, staff, students, and external participants.
• Aid with coordinating and scheduling student organization activities (including SAAO events), as well as scheduling student rotations with OMM department faculty.
• Serve as a primary departmental liaison for students, faculty, research subjects, and external inquiries, providing professional, timely, and responsive communication.
• Maintain accurate records, support departmental reporting needs, and ensure administrative processes are handled in a timely and organized manner.
• Other duties as assigned to support the department and college as needs arise.

Qualifications

• A Bachelor of Arts degree is required.
• Familiarity with budget management and Workday systems is highly preferred.
• Proficiency in MS office, Adobe Suites, Zoom, Microsoft Teams.
• Strong organizational skills with the ability to multi-task.
• Excellent written and verbal communication skills.
• Attention to detail and problem-solving skills.
• Excellent time management skills and the ability to prioritize work.

Other Information
New York Institute of Technology offers numerous opportunities to enhance personal and professional growth and provides employees with a competitive compensation and benefits program inclusive of generous paid time off, holidays, tuition remission, and retirement plans with employer contributions.
New York Institute of Technology is an Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
In compliance with local legislation as well as to provide greater transparency to candidates, the annual base salary range for this position is listed. New York Tech considers factors such as (but not limited to) scope and responsibilities of the position, candidate experience/expertise, education/training, key skills, geographic location, internal peer equity as well as market, organizational considerations and/or applicable collective bargaining agreement when extending an offer.
Minimum Salary USD $50,000.00/Yr. Maximum Salary USD $55,000.00/Yr.