Administrative Coordinator, Research & Programs

 

About New York Academy of Medicine:

New York Academy of Medicine 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 1,900 accomplished Fellows and Members, NYAM’s impact as a population health leader moves boldly forward.

Position Summary/Overview:

This position provides administrative, operational, and project coordination support to the Senior Vice President for Research and Programs and the Research and Programs department. The department consists of the Center for Evaluation and Applied Research, Center for Healthy Aging, programs for Noncommunicable Diseases and Maternal and Child Health, as well as the Narrative Health program and the Senior Scholars program.

This role helps ensure efficient day-to-day operations by coordinating schedules and meetings, supporting internal communications, maintaining documentation and trackers, and helping teams stay aligned on priorities and deliverables. The position serves as a central point of coordination, partnering with internal stakeholders to support smooth workflows and consistent follow-through.

This role provides administrative, operational, and project coordination support to department leadership and program teams, helping ensure efficient workflows, clear communication, and timely delivery of priorities.

• Provide administrative and logistical support to the SVP for Research & Programs, including calendar management, meeting coordination, travel arrangements and preparation of materials.
• Support planning and execution of meetings, events, announcements, and convenings, including agendas, logistics, materials, and post-meeting notes.
• Serve as a point of contact and liaison with internal teams and external partners to support information flow, follow-through, and alignment on processes.
• Process invoices, expense reports, reimbursements, and other operational items; ensure required documentation is complete and routed for processing.
• Assist with coordination and tracking of agreements, vendor/consultant engagements, and related records in partnership with appropriate internal stakeholders.
• Coordinate departmental initiatives and tasks, timelines, deliverables, and action items by keeping accurate documentation and status updates.
• Document and improve administrative workflows, templates, and standard operating procedures.
• Provide general operational support to the team, including onboarding/offboarding coordination, maintaining shared resources, and responding to ad hoc needs.

• Other duties as needed.

Qualifications:

• Bachelor’s degree required.
• 2+ years of experience in administrative, operations, or project coordination roles, preferably in research, academic, nonprofit, or healthcare organization.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills, including the ability to synthesize information clearly.
• Ability to manage multiple priorities in a fast-paced, collaborative environment.
• High level of discretion, professionalism, and judgment.

Work Environment:

Currently, staff operate in a hybrid environment. This position includes a non-negotiable requirement of two in-office days per week, 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.

 The hourly range for this position is $28.00 – $32.00 per hour, commensurate with experience.

How to Apply

Please submit a resume and brief cover letter outlining your interest and availability to Dr. Kathryn T. Hall at [email protected].