Administrator, Department of Medicine

Job description


Founded in 1955, the Albert Einstein College of Medicine (Einstein) is one of the nation’s premier institutions for medical education, basic research and clinical investigation. A full-time faculty of some 2,000 conducts research, teaches, and delivers health care in every major biomedical specialty. The college has some 730 medical students, 193 Ph.D. students, 106 MD/Ph.D. students and 275 postdoctoral fellows.


Einstein’s major strength, in addition to training physicians and scientists, is its science. During fiscal year 2015, the faculty’s consistently high level of scientific achievement resulted in the awarding of more than $150 million in peer-reviewed grants from the National Institutes of Health (NIH).


Einstein is part of Montefiore Medicine Academic Health System, an integrated academic delivery system comprising seven campuses, including 8 hospitals, a multi-county ambulatory network, a new state-of-the art “hospital without beds”, a skilled nursing facility, school of nursing, home health agency, and the state’s first freestanding emergency department. As the University Hospital for the Albert Einstein College of Medicine, Montefiore is a premier academic health system, employing Einstein’s clinical faculty and training Einstein’s medical students, over 1,300 residents, 420 allied health students, and 1,600 nursing students annually.


We have also been recognized by Forbes as one of the country's best midsize employers in 2019. Forbes ranked Einstein in the top overall nationally among midsize employers. Einstein ranked 3rd within the education category in New York State and 9th nationally among all midsize education employers.


The Albert Einstein College of Medicine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Einstein seeks candidates whose skills, and personal and professional experience, have prepared them to contribute to our commitment to diversity and excellence, and the communities we serve.


This position is has overall administrative and operational responsibility and oversight of the department including budgeting, grant management, human resources, daily office operations and strategic planning.

Financial Management

Oversee the grant application process by providing budget estimates, staffing information, biosketches, publications, etc in a timely and accurate fashion.

Independently and proactively forecast and manage accounts; provide post-award financial management of grants and contracts, including on-going tracking of actual & projected expenditures.

Manage contracts while maintaining compliance with NIH guidelines.

Analyze & make recommendations/decisions regarding staff & faculty funding issues.

Prepare financial reports for grant and contract expenditures. Develop forecasts and scenarios to ensure optimal use of funds.

Manage and prepare the annual budget and reports. Update all departmental budgets on a monthly basis.


HR Management

Departmental representative for all hiring, promotion, termination, salary adjustments and performance management processes.

Prepare and review all requisitions, job change requests and Faculty Appointments.

Supervise and assist the department Chairperson with all faculty recruitment activities. Design a database to control all incoming CV’s and other supporting documents for applicants. Train the staff to maintain the database.

Audit all payroll transactions related to the above activities by comparing effort reporting with the department internal records to ensure expenses are properly calculated and encumbered in the corresponding accounts.


Facilities Management

Oversee lab renovations for new faculty members. Participate in planning meetings regarding floor plans and plan specifications with Engineering, Health & Safety, ITS and Housekeeping departments.

Responsible for the procurement of supplies/equipment or services through the purchase order system. Must independently identify and resolve any issues that may arise immediately to avoid delays.


Operational Management

Provide supervision and guidance to staff regarding departmental and organizational policies and procedures.

May be required to develop and/or revise standard operating procedures.


BA/BS in business administration or other related field is required.


Minimum 3-5 years prior related experience.


Experience in grant and contract financial management in a research environment is strongly preferred.


In-depth knowledge of financial management principles and practices. Demonstrated competence in independent management of a large number of accounts with differing project periods. Demonstrates broad understanding of principles of financial management necessary to ensure the appropriate stewardship of university resources.


Demonstrated ability to work in a fast paced environment with changing priorities and ability to make independent decisions and effectively communicate decisions and rationale to Principal Investigators and Departmental Chair.


Must possess the ability to interact effectively with a large group of diverse individuals. Strong organizational abilities required.


Demonstrated ability to balance workload for a number of Principal Investigators with different kinds of grants and contracts.


Proficient in Microsoft Office and windows-based computer system required.


Adept at learning new software programs.




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Job No:
Posted: 8/8/2019
Application Due: 8/22/2019
Work Type: