Staff Assistant / Department Coordinator, School of Public Health

The School of Public Health at SUNY Downstate Health Sciences University is seeking a full-time Staff Assistant / Department Coordinator.

The Department Coordinator will report to the Department Chairs, and the Senior Executive Director for Administration and Finance will serve as the primary supervisor. In this role, the Department Coordinator will be responsible for providing a wide variety of administrative support to faculty and students across departments in the School of Public Health. Additionally, the successful candidate will:

• Coordinate departmental meetings, including scheduling, developing, and distributing agendas, drafting meeting minutes, and filing approved minutes with the department chairs.
• Manage the calendars of Department Chairs and supports complex scheduling arrangements involving multiple parties and conferences.
• Schedule and coordinate implementation of:
  • MPH ILE presentations within the departments and communicates presentation schedules to faculty, professional staff, and students.
  • DrPH proposal presentations with dissertation committee members, Department Chair, and the Chair of the Committee on the Doctoral Program
  • DrPH dissertation presentations with the departments, dissertation committee members, and with the Chair of the Committee on the Doctoral Program, and communicates presentation schedules to faculty, professional staff, and students.
  • Departmental seminars, student events, and other events.
• Support the Department Chair and the Vice Dean for Faculty Affairs and Research on all departmental faculty searches, including administrative support to the SPH Committee on Faculty Searches, coordination of interviews, scheduling and implementation of job talks, and supporting travel arrangements and other logistics for campus visits.
• Manage administration of technologies and other resources required for in-person and/or virtual departmental meetings, MPH ILE presentations, DrPH dissertation defenses, and other department events, including scheduling rooms and links to online meetings, monitoring attendance, and providing technical and other support during the presentation sessions.
• Collect and submit documents to the Chair of the SPH Committee on Evidence Inventory, including:
  • Final approved MPH ILE papers and completed and signed ILE Assessment Forms
  • Final approved DrPH dissertations and completed and signed Dissertation Approval Forms, with copies to the Chair of the Committee on the Doctoral Program.
• Support Department Chairs in reviewing students each semester for eligibility for graduation and communicates this information to the Assistant Dean for Student Affairs.
• Manage departmental listservs and communications from the Department Chair.
• Work with the Senior Executive Director for Administration and Finance to ensure the accuracy of departmental information on the School of Public Health website, while providing information regarding faculty achievements, and updated academic requirements for prospective and currently enrolled students.
• Support ongoing departmental operations, exclusive of externally-supported faculty research and scholarship activities, including:
  • Serve as a liaison to the Senior Executive Director for Administration and Finance and the Budget Director to obtain quotes, prepare purchase orders, prepare check requests, and order office supplies in accordance with SUNY Downstate policies.
  • Collaborate with the SPH Dean's Office to track departmental operating expenses
  • Complete and submits requests for use of State IFR faculty discretionary funds.
  • Provide travel support for registration, conference attendance, and reimbursement to departmental faculty for events supported by the SPH Dean’s Office.
• Attend regular meetings, trainings, and other position-relevant events identified and coordinated by the Senior Executive Director for Administration and Finance, and supports ongoing communication between the Department Chairs and the Senior Executive Director for Administration and Finance.
• Provide administrative support in the form of arranging meetings and agendas, drafting minutes, and filing of approved minutes for the following Dean-appointed standing and ad hoc committees on which department faculty serve as chair:
  • Committee on Student Evaluation, Promotion & Honors (CSEPH)
  • Committee on the Doctoral Program (CDP)
  • Committee on Diversity Equity & Inclusion (CDEI)
  • Committee on Student Technology Fee Fund (CSTFF)
  • Committee on Student Appeals (CSA)

Required Qualifications

• Bachelor's Degree;
  • or an equivalent combination of education and/or experience that demonstrates knowledge and understanding of administration, organization, report analysis, writing, and promotion/outreach.
• Good communication skills, computer literacy, and strict adherence to standards of confidentiality.
• Microsoft Office Suite proficiency (Outlook, Word, Excel, and PowerPoint) and the ability to learn new software as needed.
• Strong organizational skills and ability to efficiently prioritize and complete workload within time constraints.