Administrative Coordinator

New York State Psychiatry Institute - New York, NY (30+ days ago)

The Research Foundation for Mental Hygiene, Inc. is seeking a qualified candidate to fill a full-time position of Administrative Coordinator. The program coordinator is part of a five member team. He or she provides administrative support to the program as well as to the Director and the Associate Director. The position also supports our growing number of alumni to build an active, strong and lasting network of health and aging leaders who will further increase the impact of the Health and Aging Policy Fellows (HAPF) Program at the local, state and national policy level.

Fellowship program activities
Maintain a month by month schedule of events, deliverables, program activities etc. that span the fellowship year and work closely with Program Manager and Communications Coordinator re: necessary updates/ modifications.
Provide communication/liaison for current class of fellows, general inquiries etc.
Schedule program meetings, seminars/ workshops, and networking and marketing events
Schedule calls related to program activities.
Draft general program correspondence.
Work with Program Manager to arrange meeting logistics, including liaison with hotel, restaurant, AV, transportation and other appropriate vendors; and assist participants with questions about upcoming meetings.
Prepare documents for internal and external meetings in close collaboration with Communications and Publications Coordinator (e.g., agenda, participant list, etc.) and maintain continually updated library of documents, announcements, agendas etc. relevant to the calendar of events.
Coordinate with Communications and Publications Coordinator to support recruitment efforts (i.e., marketing at major aging conferences such as GSA, ASA, AGS, etc.)
Administer annual application process including review/ selection process.
Organize the Director's and Associate Director's schedules and travel arrangements related to fellowship.
Travel occasionally to Washington, DC for Fellowship meetings.
Provide other administrative and logistical support to the program as needed.
Work with Communications Coordinator to ensure timely communication with media outlets (existing and new ones)

Alumni network activities:
Provide communication/liaison for alumni, program partners, and consultants to the HAPF Program.
Design, plan, and promote alumni initiatives and events including but not limited to meetings, workshops/seminars, research symposia.
Track fellowship related activities, professional accomplishments, career advancements, honors etc. of alumni for website update, grant reports/ evaluations, newsletters, etc.
Collaborate with Program Manager to track impact of the overall alumni relations effort.

General Administrative Support (20%)
Coordinate with Executive Assistant to the Vice Chair to maintain the office's filing system, prioritize all incoming mail, answer the telephone, respond to queries, and deliver messages in a timely and accurate manner.
Organize Director's financial reports including tracking of business credit card and reimbursements.
Coordinate with Executive Assistant to the Vice Chair to provide administrative support for the Director including calendar management, travel arrangements, preparation of travel itineraries and other related tasks.

Minimum Qualifications:
Master's degree in Public or Business Administration, Health Policy, Gerontology, Sociology or Political Science required in addition to a minimum of 2-3 years of related work experience is required. Work experience and demonstrated skills working at the masters' level will be considered in lieu of a master's degree.
Havin worked in a non-profit organization, academic institution or other health or policy related setting, the successful candidate is expected to have excellent understanding of administrative processes and program concepts, solid mastery of MS Office applications, especially MS Excel, Word and PowerPoint, and a good understanding of database applications. Experience with WordPress/ Drupal and SurveyMonkey preferred. Ideally, the successful candidate has experience with graphic design and confidence with Adobe Design suite (preferred but not required).
The candidate must have a proven track record of being able to put new administrative processes in place and/or improve existing processes in response to changing program demands. The ideal candidate is intellectually curious,
He or she must be able to communicate clearly and professionally in writing and verbally, and demonstrate excellent interpersonal and organizational skills. S/he will thrive in a fast-paced environment while working independently to solve problems with little supervision. S/he will also employ initiative, sound judgment, and creativity to solve problems and leverage opportunities, and have a willingness to learn new tools and applications.
A demonstrated interest in health policy and/ or geriatric health care is highly desirable.

Preferred Qualifications:
Experience with WordPress/ Drupal and SurveyMonkey preferred.