Administrative Manager (JR233712)

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Bronx, New York

Montefiore

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keywords: position summary,position details,manage,reports,operations,coordinate,continuous improvement,talent acquisition,performance,teamwork,leadership,education,experience

Full time

$80,000.00-$100,000.00

Overview: <p>The Administrative Manager serves as the senior administrative, operational, and program management partner to the Chair of Psychiatry, Unified Executive Administrator, and Department executive leadership. The position manages the day-to-day operations of the Department's central administrative office while leading strategic initiatives, executive priorities, and cross-functional programs that advance the clinical, research, education, and administrative missions of the Department of Psychiatry and Behavioral Sciences at Montefiore Medical Center and Albert Einstein College of Medicine.</p> <p>Serving as the Administrative Manager for the Department's central Rochambeau offices, this position provides administrative and operational leadership for a department of more than 1,000 faculty and staff across over 20 inpatient, outpatient, emergency, research, education, and ancillary locations. The Administrative Manager oversees daily office operations, develops and improves administrative processes, coordinates department-wide administrative functions, and serves as a primary resource for faculty, staff, executive leadership, and institutional partners.</p> <p>Working under the direction of the Department Chair and Unified Executive Administrator, the Administrative Manager serves as the operational lead for the Chair's executive agenda, translating leadership priorities into actionable work plans and ensuring successful execution across the Department. The position independently manages confidential administrative matters while exercising considerable discretion, sound judgment, and independent judgment in coordinating executive operations, strategic initiatives, and complex cross-functional programs.</p> <p>The Administrative Manager manages the Chair's and Unified Executive Administrator&rsquo;s executive workflow, including oversight of a complex executive calendar, prioritization of competing demands, coordination of executive meetings, preparation of briefing materials, and executive communications. The incumbent attends executive leadership meetings, strategic planning sessions, departmental and institutional committees, and other high-level meetings; documents key decisions and action items; coordinates follow-up with responsible stakeholders; monitors implementation of executive decisions; removes barriers to progress; and ensures that strategic initiatives, operational priorities, and major departmental projects continue to move forward. The position serves as the central point of accountability for tracking deliverables, maintaining momentum, and driving execution across multiple concurrent initiatives.</p> <p>The Administrative Manager plays a key role in coordinating implementation of the Department's highest-priority initiatives, including projects associated with the Department's recent $65 million strategic investment. Working closely with executive leadership, the position develops implementation plans, coordinates stakeholders across the institution, monitors milestones and deliverables, facilitates communication, identifies risks, and ensures departmental priorities remain aligned with executive direction and institutional objectives.</p> <p>The Administrative Manager plans, coordinates, and leads a broad portfolio of strategic departmental initiatives, including executive office operations, strategic planning, faculty recruitment and onboarding, credentialing for priority faculty hires, faculty development and promotions, departmental committee administration, Grand Rounds administration and communications, annual report development, website and provider content management, and special initiatives supporting departmental growth and organizational effectiveness.</p> <p>The position serves as the Department's primary liaison with Marketing and Public Relations, leading departmental branding initiatives, marketing campaigns, executive communications, and the development, editing, and distribution of the Department's monthly newsletter, leadership announcements, and other communications that promote departmental accomplishments internally and externally.</p> <p>The Administrative Manager collaborates extensively with executive leadership, physicians, faculty, department administrators, hospital leadership, and institutional partners to coordinate cross-functional initiatives, improve operational effectiveness, and ensure the successful execution of projects and programs that are highly visible both within and outside the Department. Through executive administrative leadership, operational management, and strategic program management, the position provides continuity for the Chair's and Unified Executive Administrator&rsquo;s Office while advancing departmental priorities with broad organizational impact.</p>
Responsibilities: <ul> <li>Serve as the Administrative Manager for the Department of Psychiatry's central administrative office, overseeing daily operations and administrative functions supporting a department of more than 1,000 faculty and staff across over 20 inpatient, outpatient, emergency, research, education, and ancillary locations.</li> <li>Serve as the senior administrative partner to the Chair of Psychiatry and Unified Executive Administrator, managing executive operations and independently coordinating activities that support departmental strategic priorities.</li> <li>Lead the planning, coordination, implementation, and execution of complex departmental initiatives and cross-functional projects from conception through completion, ensuring alignment with departmental and institutional goals.</li> <li>Translate executive priorities into actionable project plans, establish timelines and deliverables, coordinate stakeholders, monitor implementation, identify barriers, and ensure timely completion of strategic initiatives.</li> <li>Attend executive leadership meetings, strategic planning sessions, departmental committees, and institutional workgroups; prepare agendas and supporting materials; document decisions and action items; communicate follow-up expectations; and monitor progress to ensure accountability and successful execution.</li> <li>Coordinate implementation of executive initiatives associated with the Department's strategic priorities, including initiatives supported through the Department's $65 million strategic investment, ensuring projects remain on schedule and aligned with leadership objectives.</li> <li>Manage the Chair's and Unified Executive Administrator&rsquo;s executive workflow, including oversight of a complex executive calendar, prioritization of competing demands, coordination of meetings with senior institutional leaders and external partners, preparation of briefing materials, and management of executive correspondence.</li> <li>Exercise independent judgment in managing confidential and sensitive administrative, operational, faculty, and personnel matters requiring a high degree of discretion.</li> <li>Serve as the Department's primary liaison with Marketing and Public Relations, coordinating departmental branding, communications, marketing initiatives, media requests, website content, provider profiles, and executive messaging.</li> <li>Lead development, editing, and distribution of the Department's monthly newsletter, executive communications, departmental announcements, and other internal and external communications.</li> <li>Coordinate faculty recruitment activities, onboarding, credentialing for priority faculty hires, faculty development initiatives, promotion processes, and departmental committee administration.</li> <li>Manage departmental Grand Rounds administration, including speaker coordination, communications, scheduling, accreditation support, and event logistics.</li> <li>Coordinate strategic planning retreats, leadership meetings, and departmental events, ensuring effective planning, logistics, communications, documentation, and follow-up.</li> <li>Develop, implement, and continuously improve administrative processes, workflows, and standard operating procedures to increase operational efficiency and organizational effectiveness.</li> <li>Prepare executive reports, presentations, briefing documents, dashboards, and other materials to support leadership decision-making and strategic planning.</li> <li>Collaborate with physicians, faculty, executive leadership, hospital administration, and institutional departments to facilitate cross-functional communication, resolve operational issues, and advance departmental initiatives.</li> <li>Independently manage multiple concurrent projects with competing priorities while maintaining accuracy, meeting deadlines, and ensuring successful execution.</li> <li>Identify opportunities for operational improvement and recommend solutions that enhance administrative efficiency, communication, and service delivery across the Department.</li> <li>Provide leadership and administrative oversight for the Department's central Rochambeau administrative offices, coordinating office operations, resources, workflows, and support services.</li> <li>Perform other strategic administrative and operational duties as assigned in support of the Chair, Unified Executive Administrator, and Department leadership.</li> </ul>
Requirements: <ul> <li>Bachelor's degree required.</li> <li>One - Three years of experience in a similar role required.</li> </ul>