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 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 inclusion and individual skills, ideas, and knowledge.

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Position Summary:

We have an exciting opportunity to join our team as an Administrative Manager.

In this role, the successful candidate is responsible for managing complex daily operations of fast-paced, high-volume research enterprise. Serves as lead on research program operations overseeing the implementation and monitoring of divisional research projects. Assures timely, effective and efficient processes and procedures are in place and works to continuously improve operations. Reports to the Assistant Director of Research Operations. This is a position requiring 5 days on site during the 6 month probationary period after which 1 day of remote work will be allowed. This is subject to change under the Department Chair's discretion.

Job Responsibilities:

• Supports internal process improvement efforts defining and monitoring appropriate metrics to recommend additional performance improvement initiatives.

• Guides recruitment planning to assure key research positions are appropriately benchmarked and strategically sourced to assure the highest quality candidates are considered. Coordinates the activities to support research divisional requirements; processing new hires through HR; processes visa requests.

• Implements divisional staff development and training programs promoting an environment conducive to continuous learning and improvement. Serves as divisional resource for Individual Development Plans providing guidance in supervising and appraising post-doctoral and graduate trainees and research staff.

• Manages the divisional onboarding process for research staff and trainees, providing a comprehensive orientation to divisional operations.

• Manages inventory of departmental individual access to various automated service applications (User IDs, access level, etc.)

• Interfaces with other departments including IT, telecommunications, HR, Labor Relations, Immigration, etc. as required.

• Maintains all staff schedules including timesheets and vacation calendars. Oversees the use of alternate work schedule usage telecommuting, flextime, leaves of absence, international remote assignments, etc.

• Develops and manages departmental- and position-specific policies/ standard operating procedures designs and implements office practice policies.

• Oversees compliance with progress reports deadlines providing direct support to investigators on the submission of their reports. Develops procedures and systems to ensure timely, productive and efficient operations.

• As Divisional Administrator delegate, oversees annual employee performance evaluation processes.

• Supports the Divisional Administrator in problem solving and project planning/coordination to ensure efficient service. Assists in the development and execution of stated goals and objectives, and serves as a point of contact for all administrative issues affecting the research division, individuals, external institutions and agencies.

• Collaborates with Communications on the production of periodic reports/newsletters highlighting divisional achievements.

• Supports faculty mentoring processes through data collection/reporting.

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Additional Position Specific Responsibilities:
Serves as the department's principal liaison with the Office of Global Services and outside immigration counsel, preparing and submitting supporting documentation for H-1B, O-1, J-1, permanent residency, and other visa petitions on behalf of international faculty, staff, and trainees.
Guides international employees and incoming hires through each stage of the immigration process, collecting required documentation (passports, degree verifications, prior visa records, etc.), tracking case status and deadlines, and coordinating with legal counsel to ensure timely, compliant filings.
Manages core HR administrative functions for the division, including new hire processing, benefits enrollment coordination, personnel file maintenance, offboarding, and ensuring compliance with institutional HR policy and applicable employment law.
Handles highly sensitive and confidential information, including salary data, offer letters, and personnel records, exercising a high degree of discretion and sound judgment; maintains strict confidentiality in accordance with institutional policy and applicable law.
Prepares and processes salary offer letters, compensation actions, and related documentation, coordinating with Finance and Payroll to ensure accuracy and timeliness; maintains discretion when discussing compensation matters with staff and leadership.
Serves as the division's point of contact for HR-related inquiries, partnering with central HR, Labor Relations, and Immigration to resolve employee relations matters, policy questions, and compliance issues.
Maintains accurate tracking systems for visa statuses, work authorization expirations, and renewal deadlines, proactively flagging upcoming actions to affected staff and leadership to avoid lapses in status.
Advises department leadership, faculty, and international staff on HR policies and immigration procedures, translating complex regulatory requirements into clear, accessible guidance.
Manages confidential correspondence and case files related to employee relations and immigration matters, escalating issues appropriately while maintaining discretion and professionalism at all times.
Serves as the division's point person for administrative and HR matters, supporting staff and trainees through onboarding, visa status questions, and day-to-day HR and administrative procedures.
Processes onboarding and administrative documentation for Sponsored Individuals (SPIs) and Non-Trainee/Traditional Volunteers (NTVs), ensuring accurate and timely completion of required paperwork, system entries, and compliance tracking.
Prepares and processes faculty offer letters, promotions, and change-in-responsibility (CAR) actions, coordinating with HR, Faculty Affairs, and department leadership to ensure accuracy, appropriate approvals, and timely processing.
Time Keeping Duties for all non faculty in the department
Other Duties as Assigned.

Minimum Qualifications:
To qualify you must have a Minimum Qualifications: Bachelors Degree in a related field is required. Minimum of 10 years of progressive responsible administrative experience or equivalent combination of education and experience. Effective oral, written skills including knowledge of grammar, spelling and punctuation, tact, diplomacy and interpersonal skills. Time management skills and be able to work well under pressure. Maintaining a professional and positive attitude while effectively meeting deadlines. Excellent organizational skills, with the ability to handle variety of projects simultaneously and prioritize effectively while paying attention to details. Ability to interact effectively with all levels of management and must work and communicate
.

Preferred Qualifications:
Preferred Qualifications:None.

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. At NYU Langone Health, we are committed to supporting our workforce and their loved ones with a comprehensive benefits and wellness package. Our offerings provide a robust support system for any stage of life, whether it's developing your career, starting a family, or saving for retirement. The support employees receive goes beyond a standard benefit offering, where employees have access to financial security benefits, a generous time-off program and employee resources groups for peer support. Additionally, all employees have access to our holistic employee wellness program, which focuses on seven key areas of well-being: physical, mental, nutritional, sleep, social, financial, and preventive care. The benefits and wellness package is designed to allow you to focus on what truly matters. Join us and experience the extensive resources and services designed to enhance your overall quality of life for you and your family.

NYU Grossman School of Medicine is an equal opportunity employer and committed to inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration. We require applications to be completed online.

View Know Your Rights: Workplace discrimination is illegal.

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 $84,577.92 - $143,716.53 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