Office Coordinator

The New York Academy of Medicine is a leading voice for innovation in public health. Throughout our 176-year history, we have championed bold changes to the systems that perpetuate health inequities and keep all communities from achieving good health. Today, this work includes innovative research and evaluation, programs, and policy initiatives that distinctively value community input for maximum impact. Combined with our trusted public programming, historic library, and with the support of our esteemed Fellows and Members, NYAM’s legacy as a public health leader moves boldly forward.

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.  

This position requires an individual with a strong focus on customer service, capable of effectively interacting with members in person, over the phone, and via email. Reporting to the Director, the primary responsibilities include orchestrating annual events, managing fellowship and student grant programs, and providing exemplary service to the Academy's 2,000 fellows and members. The Coordinator will also ensure smooth office operations by providing comprehensive administrative support.

• Act as the front-facing representative, providing exceptional customer service to members in person, over the phone, and via email.
• Ability to occasionally work flexible hours on evenings and weekends, as necessary.
• Take the lead in planning and executing events, including overseeing evening events onsite.
• Monitor event registration numbers and adjust logistics, such as room setup and catering, accordingly.
• Collaborate with the Communications Department to create and distribute event announcements across various platforms.
• Coordinate with Conference Center staff to ensure seamless execution of events, including setup and AV needs.
• Prepare and analyze Fellowship/Membership statistical reports as required.
• Develop and manage correspondence for event participants, speakers, and student grant recipients.
• Assist the Director in administering Student Grant and Fellowship programs.
• Assist with Committee Management of Student grant and Fellowship programs.
• Take ownership of tasks from inception to completion, demonstrating proactive initiative throughout.
• Proactively drive efforts to expand Fellowship/Membership through outreach and engagement initiatives.

• Outstanding written and verbal communication skills with a strong emphasis on customer service.
• Proven ability to interact effectively with diverse partners, both internal and external.
• Self-motivated with a proactive attitude and a track record of taking initiative.
• Previous office experience demonstrating organizational prowess and attention to detail.
• Proficiency in event planning, with the capability to manage projects from start to finish.
• Flexibility to work independently and adapt to changing priorities.
• Willingness to work evenings as required for events approximately (1-5 a month)
• Proficiency in MS Office applications (Word, Excel, PowerPoint) required
• Salesforce and/or Association Management Software’s experience a plus

Education and Experience:

• Bachelor’s Degree (BA/BS) required
• 1-3 years of related experience in either an academic healthcare institution or not-for-profit organization.

The New York Academy of medicine offers an excellent comprehensive benefits package.

Salary range: $53,000-$58,000

Effective 09/17/2023 NYC passed a Pay Transparency Law which requires NYC based hiring to include a compensation range on each job posting. This compensation range is presented in good faith for candidates that are hired in these roles will be presented a salary within the range stated on the job posting. 

The New York Academy of Medicine is committed to a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

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