Utilize data to monitor and report performance by machine, by department, or by shift. This includes development and management of postgraduate courses (variable in length), grand rounds, and other educational events for the Department; coordination of marketing efforts related to programs being offered, including the development of brochures, fliers, and the like; and development and implementation of special programs, as assigned. Take appropriate disciplinary action, as necessary, when problems are identified, Oversee development of staff. Investigate such incidences with emphasis on preventing recurrence. Provide coaching, counseling, or discipline as needed. Through the activities of appropriate department personnel, maintain an inventory of equipment and service contracts, and determine ongoing maintenance needs for replacement or repair (equipment includes: photocopiers, FAX machines, dictation machines, slide projectors), Other duties include short and long term planning for Department staff and space needs; assessment of computer systems and office equipment needs, purchases, maintenance and training, Operations & Planning: Independently oversees and implements institutional initiatives within the department and manages discrete components of clinical operations as assigned by the Department Administrator to ensure consistency across clinical divisions, Oversee departmental staff responsible for surgical scheduling, including recruitment, training, supervision and workflow support. Prepares and evaluates proposals to implement new programs and expand existing ones, Assists in the implementation of quality assurance programs and monitoring activities to meet standards and regulations of accrediting agencies such as JCAHO, CARF and New York State and City Department of Health, Interprets and implements University, Medical School and federal policies and regulations as they pertain to financial aid and loan forgiveness, Manage main Student Financial Services e-mail inbox having direct counseling of students, parents and graduates on all aspects of financial aid, debt management and loan forgiveness insuring compliance with all institutional and federal aid and FERPA regulations, Responsible for being current on all Department of Education Title IV federal aid regulations through participation in trainings, peer group/ professional association networks and professional development opportunities, Maintains financial aid database and accurate records for audit and statistical purposes, Assist Director of Student Financial Services, by serving as a liaison to students, alumni, and staff for Master’s programs in all matters pertaining to financial aid, Collaborate with Admissions Office on financial aid awards for prospective and new incoming MD students, Coordinates the updating, monitoring, verification and release of a variety of student information including tracking applicant status through the aid process for office work flow planning purposes, Interaction with Bursars Office to assist in reconciling student’s charges and credits, Awards student aid based on application and documentation review, conducting need analysis, exercise of professional judgment, calculating awards based on packaging parameters, and certifying federal/institutional loan disbursements, Processing and submitting corrections of student records and payment of funds to the Federal Department of Education through Empower and the ED communication software. Maintains internal tracking or education funds provided to residents, 3-5 years administrative support experience, in a medical office or medical related facility, Work with the Chiefs and Administrative Director to develop annual operating and capital budgets for all MGPO and GH funds within the Divisions, Monitors and analyzes monthly services statistics. This includes support staff assignments and coverage during absences, Perform deal tracking and entry utilizing the Colliers deal tracking system, Track sales pipeline reports to assist in revenue forecasting process, Responsible for recruitment, interviewing, hiring/terminations, conducting orientation and developing & training staff and process all related paperwork, Oversee and approve timecards, set work schedules and approve time off requests, Ensures that all federal and state, local and company policies are adhered to, Supervise the maintenance of listing and transaction files, ensuring compliance with local state and federal regulations as well as Sarbanes-Oxley, Supervise the maintenance of records management, Plan and coordinate office events, working with management, vendors, agenda, and guest amenities as appropriate, Partner with Regional Operations, and Shared Services, including HR, IT, Marketing, Research, Operations, and Accounting to address office needs, Develop systems, processes or teams that are flexible, adaptable, and results oriented reaching the goal of maximum efficiency, Ensure that verbal or written communication is handled in a friendly, enthusiastic, and respectful manner, Responsible for ensuring a positive and respectful office environment, Ensure that all personnel are able to collaborate and work together to create innovative and creative solutions for the client, Associates degree; experience may be substituted for education, Minimum of four to six years of related experience or training, Minimum of two years direct supervisory experience, Requires intermediate skills with Microsoft Office Suite, Must have administrative, budget management and supervisory skills, Excellent organizational and prioritization skills, Ability to work under pressure, deal with multiple deadlines, effectively handles stressful situations, and work with minimal direction/supervision, Ability to communicate with all levels in the organization, and possess effective verbal and written skills, Ability to solve problems involving several options in situations, Ability to work in a complex team environment across multiple departments, Ability to work under minimum supervision and manage tight deadlines. Serve as Department Safety Chairman on Hospital Safety Committee and oversee efforts of Safety personnel in the laboratories. Free PDF samples Use of office related computer applications is required, Preferred Work Experience: Human resource management experience in a higher education setting, Preferred Skills: Knowledge of human resources policies and procedures, Serve as main contact with unit managers, Faculty Affairs, and Human Resources on all faculty hiring including verification of compliance with Institute policies in GT-TRACS, vacancy announcements, approving PSFs and Leaves of Absence, and relocation requests, Manage chair search process; interact with search committees and candidates on employment terms and benefits, Manage Periodic Peer Review; maintain database to track faculty time-line; process employment letters for full and part-time faculty and lecturers, Manage reappointment, promotion, and tenure process and associated actions, Ensure appropriate visa classifications for tenure track faculty, visiting scholars, and Ph.D. students, Manage and maintain complex database and filing systems and manage archives, Manage Leaves of Absence requests, Emeritus and Retired but Working appointments, Manage Faculty award and various travel awards programs, Education:Bachelors degree in Business Administration or related field or equivalent combination of education and experience, Skills:This job requires advanced knowledge of and ability to apply/interpret Board of Regents and Institute policies and procedures that govern faculty administration; demonstrated experience in faculty employment including promotion and tenure; skilled in verbal and written communications, interpersonal interactions, organization, customer service and planning; basic knowledge of computer related office applications and database systems, Manage correspondence for accounting department, Organize and file critical accounting records, Liaison with client inquiries and point person for answering phones, Other general accounting and administrative duties including filing and answering phones, Ability to speak in terms of client needs and concerns, and coach financial advisors on aligning solutions to goals in a suitable and controlled way, Strong time management and organization skills with the ability to prioritize appropriately, Manage a team of administrative support personnel, conduct goal setting sessions, performance reviews at interim and year end, and other times as required, Interact with partners and managers regarding practice needs for support, Develop balanced work schedules and manage overtime, Provide business analysis for process improvement, strategic planning, and problem resolution, Oversee training and development and provide business analysis for process improvement, strategic planning, and problem resolution, Minimum of five years of administrative or office management experience; preferably within a professional services firm, Minimum of two years of experience leading and managing a large team administrative personnel, Bachelor’s degree from accredited college/university or equivalent work experience, Proficiency with Microsoft Office Suite applications, including Word, Excel, PowerPoint, and Outlook, Participate in planning and budget preparations and communicating budget calendar and process, Prepare ad hoc financial and budget reports, Participate in monthly ledger reconciliations, Exercise judgment and prepare supporting or correcting documentation as deemed appropriate, Prepare and manage expense reimbursements and related matters for visitors and PRI personnel, Review timesheets to ensure correct completion, Be trained to serve as back-up to the Administrative Officer and utilize all VU financial systems, Participate in the implementation of changes and/or develop new policies, procedures and/or methods and present/distribute that information to staff, Manage PRI confidentiality agreements and ensure compliance, Manage the submission of timesheets and ensure adherence to policy; initiate corrective action when necessary, Manage and maintain office space, meeting space, the inventory of furnishings, software, supplies and equipment, and essential databases, Assist with development of job descriptions for new or replacement staff, Manage ordering and distribution of office supplies and materials; assist with special orders for the needs of particular projects, Be trained to serve as back-up to the Administrative Officer and utilize all VU personnel systems, Assist with the planning, organization, and promotion of PRI colloquia and special events, Assist with PRI communication functions including website maintenance, flyers, news releases, distribution of research reports, internal newsletter, etc, Experience working in a leadership or management role in a higher ed/ academic setting preferred, Prior grants management experience preferred, Proficiency using Microsoft Office (Word, Excel, Outlook), Proficiency using Concur, e-Dog, e-Procurement preferred, Implements the strategies and techniques used to ensure that customers have a positive experience with the organization and its products and services at every touch point, Knowledge of business process improvement tools and techniques and ability to understand, monitor, update, or enhance existing business or work processes, Ability to measure the quality and quantity of work effort for the purpose of improvement, Applies organizational acumen to identify and maintain focus on key success factors for the organization, Ability to manage the successful and smooth transition from current to desired culture, practices, structure, and overall organizational environment, Ability to build and use effective working relationships within own department and across department, functional, and geographic reporting lines, Knowledge of and ability to read, interpret and draw accurate conclusions from financial and numerical material, Point-of-contact to laboratory members; address laboratory and personal problems; resolve immediate issues, Recommend and implement process changes to improve laboratory operations, Participate in monthly finance meetings with Principal Investigator and Finance Manager, Write administrative portions of grant applications, including personal statements and facilities descriptions, Proofread scientific portions of grant applications prior to submission to ensure that content complies with sponsor guidelines, Maintain schedule of grants and contracts to ensure timely completion of deliverables, Administrative Coordinator of the Principal Investigator’s NIH program project grant (PPG). 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