Senior Program Coordinator

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine at its core is committed to improving the human condition through medical education, scientific research, and direct patient care. At NYU Langone Health, equity and inclusion are fundamental values. We strive to be a place where our exceptionally talented faculty, staff, and students of all identities can thrive. We embrace inclusion and individual skills, ideas, and knowledge. Position Summary We have an exciting opportunity to join our team as a Program Manager. In this role, the successful candidate is responsible for managing complex daily operations of a fast‑paced, high‑volume research enterprise. Serves as lead on research program operations overseeing the implementation and monitoring of divisional research projects. Assures timely, effective, and efficient processes and procedures are in place and works to continuously improve operations. In addition to program management responsibilities, this role directly handles the full lifecycle of departmental procurement, purchasing, and financial processing functions. Reports to the Assistant Director of Research Operations. This position supports a department of over 140 employees including leadership, PIs, Post Docs, managers, and research and administrative staff. This is a position requiring 5 days on‑site during the 6‑month probationary period, after which 1 day of remote work will be allowed. This is subject to change under the Department Chair's discretion. Job Responsibilities Program & Operations Management Performs administrative and operational functions to ensure smooth operations for the research branch of the department. Works with colleagues and senior staff to resolve department‑related issues and concerns. Serves as program manager providing direct managerial support including scheduling, calendar management, meeting setup, coordination, meeting minutes (as needed), and follow‑up to the CBI Director and the Vice Chair of Innovation and Predictive Diagnostics. Serves as backup Program Manager for the Vice Chair of Research. Serves as the principal liaison between professional and research staff, administration, and staff throughout the institution and outside institutions, as necessary, to accomplish objectives and/or complete projects or assignments. Exercises a high degree of discretion and confidentiality. Coordinates the directors' meetings and may attend meetings as needed for setup and to ensure it proceeds as planned. Oversees all aspects of preparation for the compilation of the annual CBI grant Progress report. Assists with the recruitment of faculty and staff, including coordinating the logistics of visiting recruits, planning itineraries, scheduling seminars, and facilitating reimbursements. Coordinates VIP visits, including potential donors, important collaborators, and other distinguished guests. Leads program and event planning and implementation, managing the logistics of and coordinating content development for meetings, annual international conferences, workshops, education seminars, and other program‑related events. Manages complex administrative needs for the Center. Coordinates administrative support for the research division to ensure the completion of tasks, maintains and improves workflow and processes, and ensures that services are provided in an effective and efficient manner. Facilitates Center space/office planning ensures space maps are up to date. Prepares reports; researches, compiles, and analyzes information; and makes preliminary recommendations based on subject matter knowledge. Responds to requests for information; summarizes and collates data from various sources. Serves as point person in the department to all faculty, staff, and students for any research‑related issues, problems, concerns, and questions, consulting the Assistant Director of Research Operations as needed. Procurement & Order Management Responsible for entering and submitting all order requests for the department, managing the full lifecycle of each order from initiation through delivery and invoice reconciliation on a daily basis. Handles all order types including: Punchout orders (e.g., Amazon, Staples, ThermoFisher, Sigma‑Aldrich, Grainger); special request orders requiring vendor quotes and PeopleSoft‑approved suppliers; service and capital orders; MCIT catalog and custom MCIT orders; software license, subscription, and service agreement requests via CLM; invoice payment requests; international wire requests; and one‑time payment requests for non‑employees, students, and contractors. Manages the complete order process for each request: verifies account/fund/chartstring information; obtains required approvals; enters requisitions in PeopleSoft; tracks shipments; follows up with vendors and Finance on status and delivery ETAs; confirms receipt; and marks invoices as 'Received' in PeopleSoft to ensure timely vendor payment. Maintains organized tracking of multi‑item, multi‑shipment orders and backordered items. Manages vendor onboarding through PaymentWorks when new suppliers are needed, including submitting invitations, tracking registration status, providing guidance to vendors, and coordinating with Sourcing/Supply Management throughout a process that can span weeks to months. Submits Contract Lifecycle Management (CLM) intakes in PeopleSoft for software licenses, subscriptions, and service agreements requiring MCIT/legal review prior to requisition entry. Processes capital equipment requests including benchmarking requirements and required forms, in compliance with departmental policies. Reimbursement Processing Processes all reimbursements for the Vice Chair Research related to department seminars and events, including domestic and international conference expenses, group meals, transportation, and other purchases. Reviews all supporting documents and receipts; requests missing documentation; enters all line items (description, date, expense type, amount, location) with required supporting documents; submits and tracks each request through approval and payment. Resubmits requests returned for additional documentation. Assists in the planning and coordination of annual conference events as needed. Office & Facilities Management Manages and supports day‑to‑day office needs including inventory management, replenishment of office and kitchen supplies, printer maintenance (paper stocking, toner replacement), and handling office issues and concerns. Serves as primary contact for facilities‑related issues; contacts building management, security, locksmith, and vendors as appropriate, and enters tickets in Maintenance Connection for issue resolution. Coordinates conference room reservations Resource Scheduler in Inside Health. Welcomes, greets, and directs all visitors at the 660 site; manages incoming and outgoing mail; delivers and picks up packages; tracks shipments. Calendar Support and Additional Responsibilities Provides primary calendar support and meeting coordination for the CBI Director and Vice Chair of Innovation and Predictive Diagnostics. Serves as back for the Program Manager for the Vice Chair of Research. Provides full coverage of Program Manager responsibilities when colleagues are out of office. Supports and assists with department events and seminars, including coordinating logistics, ordering food, and setting up presentations. Provides instructions and guidance on poster printing, business cards, FedEx domestic and international shipments, timecard questions, and PeopleSoft processes. Trains staff on administrative processes upon request. Minimum Qualifications To qualify you must have a Bachelor's Degree in a related field is required. Minimum of 5 years of progressive, responsible administrative experience, or equivalent combination of education and experience. Effective oral and written communication skills including knowledge of grammar, spelling, and punctuation. Tact, diplomacy, and strong interpersonal skills. Effective time management skills with the ability to work well under pressure while maintaining a professional and positive attitude. Excellent organizational skills with the ability to handle a variety of projects simultaneously and prioritize effectively while paying close attention to detail. Ability to interact effectively with all levels of management and communicate effectively with both internal and external stakeholders. Ability to work as part of a team and willingness to back up colleagues. Knowledge of standard office and financial software is essential, including proficiency with Microsoft Office and PeopleSoft or a comparable ERP/procurement system. Preferred Qualifications Masters degree preferred and/or ten (10) or more years of progressively responsible experience providing high‑level executive and operational support within a complex academic medical center, healthcare, research, or similarly fast‑paced environment. Prior experience directly supporting a Department Chair, Vice Chair, Center Director, Department Administrator, or senior executive strongly preferred. Demonstrated ability to independently manage complex calendars and competing priorities; coordinate high‑level meetings, conferences, and VIP visits; serve as a trusted liaison across multiple stakeholder groups; and exercise sound judgment, discretion, and diplomacy in highly visible situations. Experience supporting large, matrixed organizations with responsibility for executive communications, special projects, operational workflow management, and cross‑functional coordination is highly desirable. Experience with research administration and familiarity with enterprise systems such as PeopleSoft, procurement workflows, and academic medical center operations preferred. Qualified candidates must be able to effectively communicate with all levels of the organization. NYU Grossman School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you'll feel good about devoting your time and your talents. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time‑off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well‑being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family. NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online. NYU Langone Health provides a salary range to comply with the New York state Law on Salary Transparency in Job Advertisements. The salary range for the role is $84,577.92 - $122,686.20 Annually. Actual salaries depend on a variety of factors, including experience, specialty, education, and hospital need. The salary range or contractual rate listed does not include bonuses/incentive, differential pay or other forms of compensation or benefits. To view the Pay Transparency Notice, please click here. #J-18808-Ljbffr NYU Langone Health