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Research Institute Coordinator

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Upper East Side
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* Interested candidates must send a resume and cover letter via email to * A Genetics Research Institute at an Upper East Side Medical School is searching for a bright, motivated, and highly-organized individual to provide organizational and administrative support to the Institute's Director and Manager. The Institute focuses on identifying causes and treatments for childhood developmental illnesses, through both clinical and laboratory-based research. It supports over 25 faculty physicians and scientists, and over 100 research laboratory staff and clinical fellows at the Medical School. Qualifications: A bachelor's degree and at least 2 years experience are required. Experience in an academic, medical, or research environment is a plus. The Medical School is among the top 20 medical schools nationwide. It offers outstanding benefits, and there will be opportunity for promotion and advancement following successful evaluation. Job duties: 1. Partners with management in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals and objectives are accomplished on time and within budget. 2. Maintains liaison with staff in other departments to coordinate institute activities and training; to accomplish program objectives; and to ensure cooperative efforts are enhanced and available resources are utilized 3. Demonstrates continuous efforts to improve support operations and systems; to streamline work process and to increase effectiveness and efficiency 4. Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting professorships. Assists in the development and coordination of informational packets or agendas for participants. 5. Maintains a complex academic and clinical calendar and demanding schedule for the Institute Director, exercising independent judgment with respect to prioritizing on-going and new meeting/appointment requests and planning. 6. Screens telephone calls, answers inquiries or directs caller to the appropriate individual for further information and/or resolution. 7. Responsible for securing facilities within and outside the Medical Center for conferences, seminars, staff or task force meetings, and for all meeting preparations pertaining to the institute director. 8. Coordinates all Director meetings/dinners and handle associated logistics- venue reservation, materials, food, AV, RSVPs, payment method. 9. Composes letters / documents as needed for Director, ie memos, reports, letters. 10. Communicates effectively on behalf of Director via email/correspondence and represent Director to internal and external constituents on an as-needed basis. 11. Provides strong customer service to external visitors (eg visiting physicians, scientists, and financial supporters) and internal faculty and staff 12. Effectively communicates via phone and email to all Medical School Departments and outside entities. 13. May coordinate administrative, secretarial and/or general office support coverage. 14. Assists in administering Institute procedures and systems. May ensure information is disseminated to staff regarding Institute and Hospital's policies and procedures 15. Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included. 16. Makes travel arrangements and accommodations for Director and invited guests of the institute. Prepares travel reimbursements and expense reports. 17. Submits purchase orders for institute equipment and contracts, and independently monitors progress on orders and follows up on any incomplete orders 18. Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s). 19. Receives all guests of the Director and the Institute politely and professionally. 20. Independently tracks progress and completion of assigned tasks (that are both recurring and one-time), and conducts follow-up on tasks as needed. 21. May assist with the completion of grant applications, special projects and other survey preparations. 22. Performs other related duties. * Interested candidates must send a resume and cover letter via email to *

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