Research and Administrative Coordinator

Department Summary: New York Academy of Medicine (NYAM) is a leading voice for innovation in population health. As one of the nation’s longest-running nonprofits, we have championed changes to the systems that perpetuate health inequities and that keep all communities from achieving a healthier and longer life (healthspan). Today, this work includes innovative research that distinctively values community input for maximum impact. Combined with NYAM's trusted programming and historic library, and with the support of nearly 2,000 accomplished Fellows and Members, NYAM's impact as a population health leader moves boldly forward. The Research & Programs Department at NYAM advances population health through research, evaluation, programs, policy, narrative health, and community-engaged initiatives. The department includes the Center for Evaluation and Applied Research (CEAR), Center for Healthy Aging (CHA), programs focused on Noncommunicable Diseases and Maternal and Child Health, as well as the Senior Scholars program. The department’s work addresses health needs across the lifespan and examines the systems, policies, and social conditions that influence health and healthspan. NYAM researchers and program teams bring expertise in community and stakeholder-partnered research, program evaluation, community health needs assessment, public deliberation, qualitative and quantitative research, policy analysis, technical assistance, and training. Position Summary/Overview: Reporting to the Senior Vice President for Research & Programs, the Coordinator serves in two complementary capacities: providing high-level administrative assistance to the SVP and supporting the department’s research and program operations. The SVP-facing responsibilities include scheduling, meeting preparation, follow-up, and organization of materials that advance departmental priorities. The broader coordination responsibilities extend to Center and Program Directors and include project tracking, funding and grant-related activities, financial and operational processes, meetings, convenings, and selected administrative needs. The position requires strong organizational and project management skills, sound judgment, attention to detail, and the ability to manage multiple priorities in a dynamic environment. Essential Duties and Responsibilities: Serve as executive assistant to the SVP, Research and Programs, managing scheduling, travel, meeting preparation, materials, follow-up, and other administrative needs tied to the SVP's leadership of the department. Coordinate research and program operations for Center and Program Directors, including logistics, activity tracking, document preparation, and support for related meetings, initiatives, and deliverables. Support the planning and execution of departmental meetings, events, announcements, convenings, and other activities, including agendas, logistics, materials, and post-meeting notes or action items. Serve as a central point of coordination and liaison with internal NYAM departments and external partners to support information flow, follow-through, and alignment on departmental processes. Process and track invoices, expense reports, reimbursements, and other operational items, ensuring required documentation is complete and appropriately routed. Assist with the coordination and tracking of agreements, vendor and consultant engagements, and related departmental records in partnership with appropriate internal stakeholders (SVPFA, Finance, Grants and Contracts, etc.) Maintain departmental documentation, key performance indicator dashboard, shared resources, trackers, templates, and standard operating procedures. Support departmental onboarding and offboarding coordination, work closely with SVP, Finance and Administration Office to ensure smooth collaboration between all relevant parties, and respond to general operational and ad hoc needs. Support coordination of departmental content for NYAM communications, website updates, announcements, and other external-facing materials, while maintaining a working relationship with NYAM's Marketing and Communications Department to ensure appropriate input/approvals. Perform other duties as assigned. Required Qualifications At least three years of relevant experience in research, program, project, or operations coordination, preferably within a public health, nonprofit, academic, research, or healthcare organization. Demonstrated experience managing multiple projects, priorities, timelines, or deliverables. Strong organizational and project coordination skills with exceptional attention to detail. Excellent written and verbal communication skills. Strong judgment, discretion, professionalism, and ability to work with confidential or sensitive information. Interest in public health and population health and a commitment to supporting research and programs that advance health equity. Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook. Schedule This position is full-time based in New York City. Staff work in a hybrid environment with some flexibility, pending the needs of the department. The position requires minimum of two days in the office per week, in addition to staff or organizational events. This may be subject to change in accordance with organizational policies. NYAM is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status. NYAM is an affirmative action employer. As an organization whose primary focus is health equity, NYAM is committed to creating a diverse and inclusive environment for all employees. competitive benefits generous paid time off and holidays professional development opportunities flexible work environment The salary range for this position is $68,000 to $73,000 commensurate with experience. #J-18808-Ljbffr NEW YORK ACADEMY-MEDICINE LBRY