Job Opportunities

Program Administrator

Apply now Job No: 495446
Local Title: Program Administrator
Budget Title: Senior Staff Assistant
Work Type: Full Time
Location: Brooklyn, NY
Categories: Management and Professional, Administrative


Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.

Bargaining Unit:


Job Summary:

The School of Health Professions at SUNY Downstate Health Sciences University is seeking a full-time Program Administrator / Senior Staff Assistant. The successful candidate will perform the following duties:

  • Admissions - Scheduling interview with email invites, following-up; using our Admissions software; creating & maintaining applicant files. Requesting visitors' passes or creating virtual rooms for interviews; greeting applicants; administering interview day essay. Preparing documents for Admission & Academic Standing Committee and entering decisions into the Admissions Software. 
  • Information Sessions - Preparing and setting up handouts; preparing sign-in sheets; coordinating with Office of Admissions 
    • re: rooms (virtual or on-site), number or registrants; posting signs.
  • Utilizations of Electronic Data Basis and Learning Management Systems - updating student databases and linking preceptors and faculty every semester; helping faculty update course materials as necessary in electronic learning management system; downloading and collating course evaluations. 
  • Student Orientation/First Day of Classes - Coordinating the venue with Classroom Services, setting up and cleaning up breakfast and lunch (with faculty); collecting Student Material fees; processing checks and/or money orders for deposit. 
  • Procurement - purchasing office and course supplies; consulting with vendors; creating purchase orders; tracking shipping/delivery information; picking up items from Central Receiving; maintaining a ledger of purchase orders; bank and p-card reconciliation; processing and maintaining faculty travel documents and professional organization dues.
  • Document Retention - Organization and maintaining program files, both paper and electronic files; ordering supplies for student files; organizing and maintaining student files. 
  • Faculty Meetings - attending faculty meetings; posting and maintaining electronic meeting minutes (after consultation with the Program Chair). 
  • Telephone Work - answering calls and providing program information as much as possible or referring callers to faculty members (usually via email). 
  • Scheduling - working with faculty at the beginning of each semester on program and course scheduled and entering these into the calendar function the we use.
  • Adjunct and Guest Lecturers - Preparing and submitting necessary paperwork for adjunct hiring and onboarding; preparing and submitting necessary paperwork for payment of adjuncts and guest lecturers. 
  • Additional Faculty Assistance - Correspondence; copying; helping maintain program statistics such as student demographics; assisting with faculty research; other task as requested.
  • Special Events and Activities - Assisting faculty with preparation for and running events, participating in special events such as Advisory Board meetings, program convocation; student Town Halls; Grant writing and reporting.
  • Accreditation - Assisting with accreditation materials (e.g., exhibits) and site visits. 
  • Other SOHP Responsibilities - assist at SOHP and university-wide events, e.g., graduation and Convocation, as requested, and as business needs warrant.

Required Qualifications:

  • Bachelor's Degree.
  • 3 to 5 years of administrator, office manager or equivalent experience. 
  • Organized, reliable, helpful, strong communication skills and ability to establish effective working relationships with a variety of people.
  • Knowledge of the principles of office management and procedures, and ability to perform multiple tasks simultaneously.
  • Proficient with Microsoft Office, including Word, Excel, and PowerPoint.   

Preferred Qualifications:


Work Schedule:

Monday to Friday; 9:00am to 5:00pm

Salary Grade/Rank:


Salary Range:

Commensurate with experience and qualifications


COVID-19 Vaccination Requirement:


  An approved COVID-19 vaccination.

Executive Order:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation.  If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Equal Employment Opportunity Statement:

SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.

Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.

If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at


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