Project & Office Operations Manager

Careers at The New York Academy of Medicine

Job Title: Project & Office Operations Manager

Department:  Office of the Senior VP, Finance & Administration

About The New York Academy of Medicine: 
The New York Academy of Medicine (NYAM) is a leading voice for innovation in public health. Throughout its 177-year history, NYAM has championed bold changes to the systems that perpetuate health inequities and keep all communities from achieving a healthier and longer life (healthspan). NYAM is committed to addressing root causes of health inequities. Focusing on societal, environmental, and institutional factors that influence health, the NYAM team collaborates with partners in academia, government, community-based organizations, and others to promote policies, programs, and community needs that contribute to health for all. 

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 1,800 accomplished Fellows and Members, NYAM’s impact as a public health leader continues.

Department Summary: 
The Office of the Fellows provides support for the activities of the Academy Fellows, Members, and Student Members, a network of nearly 2,000 experts elected by their peers from across the healthcare field. The Office is responsible for planning and managing a series of events annually, implementing multiple fellowship and student grant programs, and a set of Endowments on behalf of the Academy. 

Position Summary/Overview:
The Project & Office Operations Manager plays a crucial role in ensuring the smooth operation of the SVPFA office.  This includes supporting and managing projects across the operational teams within the organization, including administration, finance, facilities management, IT, among other areas. The successful candidate will be highly motivated, have strong organizational and communication skills, excel at project tracking and multitasking, and demonstrate the ability to solve problems efficiently while functioning independently. The candidate will also handle confidential information with a high level of discretion, ensure project deadlines are met, and deliverables are of the highest quality.

Key Responsibilities:

Project Management & Coordination:

• Collaborate with the SVPFA and the President’s Office on large-scale cross-departmental projects and event coordination.
• Ensure that all project deliverables are met on time, within scope, and in line with organizational goals, with a strong focus on maintaining high standards.
• Track the progress of multiple ongoing projects, ensuring that timelines are adhered to and any risks or delays are promptly communicated and mitigated.
• Identify process improvements to enhance project efficiency, proposing and implementing solutions where appropriate.

Executive Support:

• Provide administrative and operational support to the SVP, including managing schedules, preparing reports, and organizing meetings.
• Assist the SVP in decision-making by conducting research, preparing presentations, and providing recommendations based on gathered information.
• Handle any ad-hoc tasks or assignments as directed by the SVP, ensuring timely completion of all assigned duties.

Documentation and Compliance:

• Establish and maintain a comprehensive system for tracking all office files and documents. Must understand the location of all documents, ensure that critical files are easily accessible and properly secured, and in line with the company’s documentation policy.
• Collect and maintain Standard Operating Procedures (SOPs) for all office and building management processes, ensuring compliance with legal and regulatory requirements.
• Oversee the transition to digital documentation where appropriate, including the scanning, filing, and categorization of physical documents.
• Oversee annual conflict of interest policy and other required training documentation. Support the research and SVPFA office in maintaining all COI/WC/compliance forms, both internally and externally. 

Finance Project Support:

• Responsible for monthly travel and reimbursement expense process.  Collaborate with the Finance team to ensure the process is documented and expenses validated and approved prior to the monthly approval process.

Facilities Project Coordination:

• Oversee the coordination of facilities related projects, including capital improvements, renovations, and compliance efforts.
• Maintain project documentation for building compliance, violations, and capital projects, and assist stakeholders to resolve issues as they arise.

Other duties as assigned including taking on additional roles and responsibilities as needed, demonstrating flexibility and a hands-on approach to new challenges; continuously seeking new ways to improve office processes and implement solutions to enhance productivity and efficiency; and acting as a point of contact for troubleshooting issues and providing general support across all departments.

Education Requirements:

• Bachelor's degree in business administration, project management, or a related field. Certification in project management or related certifications (CAPM) preferred.  

Qualifications:

• Minimum of 3-5 years of project management, office management, or operations experience. Previous experience in supporting an executive office preferred.
• Strong organizational skills, with the ability to manage multiple tasks and projects simultaneously.
• Flexible in taking on new challenges and roles within the organization.
• Demonstrated ability to work independently and take initiative in a fast-paced environment. 
• A keen eye for detail, ensuring accuracy and completeness in all tasks.
• Experience handling confidential information with a high degree of discretion.
• Strong attention to detail, critical thinker, and ability to proactively identify issues and implement effective solutions.
• Strong written and verbal communication and interpersonal skills, with an ability to foster collaboration across teams.

Salary Range:
$70,000. 00 - $80,000.00 per year

To Apply:
Please submit a resume and cover letter to Andrea Choi, SVP, Finance & Administration, achoi@nyam.org.

This position is in New York City. There is a COVID-19 vaccine mandate in place at NYAM. Staff currently work in a hybrid situation; however, this position requires substantial on-site and in-office presence in New York City.

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 New York Academy of Medicine is an Affirmative Action/Equal Opportunity Employer. For further information contact: hr@nyam.org