Program Associate

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, diversity, 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 diversity, inclusion, and individual skills, ideas, and knowledge. For more information, go to med.nyu.edu, and interact with us on LinkedIn, Glassdoor, Indeed, Facebook, Twitter and Instagram.

Position Summary:
We have an exciting opportunity to join our team as a Program Associate.

Reporting to the Director of Education Program Administration, and working closely with the Vice Chair for Education, the Program Associate supports administrative activities and strategic programs for the education team as outlined below. This individual works with limited oversight.

Job Responsibilities:

Job Responsibilities include but are not limited to:

Education Team Administration:

• Manage the schedule of and provide administrative support to the Vice Chair for Education;
• Support the Director of Education in managing education mission budgets and tracking P&Ls and metrics. Support the preparation of quarterly reports and annual summaries for the department leadership team;
• Manage P-card and expense reimbursement for the education team in line with NYULH policies;
• Coordinate education events, including those for CAMS, training programs and research;
• Plan the American Association of Child and Adolescent Psychiatry (AACAP) annual Child Study Center (CSC) reception and any other education-led marketing events; and
• Provide administrative management support for scheduling education team meetings, arranging business travel, photocopying, filing, etc.;
• Welcome and ensure visitors to the education team are recorded in the building management system; 
• Provide team coverage as necessary.

Grand Rounds Program Support:

• Facilitate all aspects of the weekly DCAP Grand Rounds presentation, including: 
  • Planning committee meetings;
  • Inviting and scheduling identified speakers;
  • Providing audiovisual support;
  • Sending weekly advertisements;
  • Soliciting, preparing and submitting documentation for continuing medical education credit; 
  • Processing of all forms related to Grand Rounds presenters, including disclosure forms, video release forms, etc;
  • Preparing talking points and drafting speaker introductions;
  • Manage any speaker related events;
  • Managing calendar invitations;
  • Scheduling & storing videos on One Drive and assisting the media team with any related requests; and
  • Processing and tracking payment of honoraria and travel expenses for external speakers.
• In collaboration with RCPC staff, facilitate and manage RCPC staff attendance and CME credit for attending DCAP Grand Rounds. 
  • Handle processing of all forms needed for attendance at grand rounds.
• Work with the Vice Chair for Education to prepare the RSS (Regularly Scheduled Series requirements) documentation annually.

Continuing Education Support:

• Facilitate all aspects of the Education Missions continuing medical education programing, including but not limited to Grand Rounds and the DCAP Psychology Continuing Education Program and:
  • Assisting with day of events and presentations;
  • Advertising continuing education programing internally and externally;
  • Processing and tracking payments; and
  • Assisting the Director of Education Administration in the monitoring and tracking of continuing education budgets.

Child and Adolescent Mental Health Studies (CAMS) Undergraduate College Program Support:

• Support the CAMS Advisor (Program Manager) as directed by the Vice Chair, Education or Director, Education Administration.
• Support the CAMS program events.
• Prepare first drafts of the Vice Chair for Educations letters of recommendation for CAMS students and other correspondence.
• Provide support as needed to the CAMS program Director of Undergraduate Studies as needed.

Education Research Support:

• Attend Education team research meetings and participate in research related activities.
• Assist in the recruitment of research subjects and manage payments for participants.
• Develop and prepare materials for various research studies such as the R2R study.
• Facilitate the distribution of study materials to research subjects and retrieve subject data.

Strategic Program Coordination:

• Support the Director of Education in managing education mission strategic initiatives including but not limited to preparing strategic documentation, budget preparation and coordinating meetings. 

Performs other duties as assigned.

Minimum Qualifications:
To qualify you must have a Associates’ Degree is required. Minimum of 1 Year of related experience in an office setting or the equivalent combination of education and experience. Effective Oral, written communication and interpersonal skills. Computer Skills -Working knowledge in the use of Microsoft Office Word, Excel, Power point and Access. Ability to develop basic formulae for spreadsheets; set up routine computer procedures; Ability to access e-mail, electronic calendars, and other basic office support software. Ability to proofread documents and write clear, concise 1st draft. Ability to type at a speed of at least 45 net words per minutes.Knowledge of standard office practices. Ability to multi-task while paying attention to details. Ability to use standard office equipment such as copy machines, multi-line telephones, fax machines.

Preferred Qualifications:
1. Experience in the fields of education and/or mental health.
2. Bachelors degree in education, psychology, public policy, or a related field.

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.

NYU Grossman School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU Grossman School of Medicine’s EEO policies, please click here. Please click here to view the Federal “EEO is the law” poster or visit https://www.dol.gov/ofccp/regs/compliance/posters/ofccpost.htm for more information.

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 $42,100.00 – $55,120.00 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