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The Associate Dean for Graduate School Administration at the Icahn School of Medicine at Mount Sinai (ISMMS) will act as a strategic partner and advisor to the Dean of the Graduate School of Biomedical Sciences (GSBS), leading and coordinating the following non-academic operations and functions in the GSBS: Finance, Marketing, Human Resources, and Administration. Direct reports include: a Financial Analyst, a Marketing Coordinator, a Program Coordinator, and an Administrative Assistant. Dotted line reporting relationships include: the Program Manager for PhD and MSBS programs, the Supervisor of Technology and Learning Environments, the Program Manager for the Office of Postdoctoral Affairs, and the Program Manager for the MD/PhD program.
Functional Leadership (70 percent of time spent on responsibilities): Serve as the chief administrative officer on behalf of the Dean of the GSBS for the following responsibilities:
- Provide overall direction and oversight of the functional units of Marketing, Finance, Human Resources and Administration to ensure that they are contributing positively to the accomplishment of the GSBS annual operating plan and longer-term strategic plans;
- Handle all decision-making with respect to organizing the functional units for admissions, orientations, award ceremonies, etc., determining their optimal staffing configurations, and assessing their overall effectiveness;
- Provide administrative support for the submission of training grants and individual pre-doctoral fellowships.
- Provide administrative support to non-degree programs such as the summer undergraduate research program (SURP) and the post-baccalaureate research education program (PREP), including coordinating the students’ housing needs, organizing their poster presentations, and serving as liaison with the Office of International Personnel for non-US students.
- Maintaining and recording minutes of various business meetings organized by the Dean and the Faculty Leadership Council.
- Advise the Dean and other senior GSBS leaders, as appropriate, on various matters with respect to organization, staffing and functional leadership;
- Work closely with other members of the Dean's leadership team in evaluating GSBS administrative needs and in determining how best to respond to challenges and opportunities for improvement;
- Work with members of the leadership team to identify opportunities for realizing potential efficiencies and economies of scale in areas that cut across programs and administrative functions;
- Work closely with the Financial Analyst in developing and executing the annual GSBS financial plan. This includes monitoring the monthly expenses relative to the approved budget, managing bridge funds to subsidize students’ fellowships when mentors’ funding declines, interfacing with graduate students and mentors to manage students’ transition to mentors’ funds, administering the Graduate School’s Travel Award Program and reviewing purchasing requests for programmatic needs.
- Provide guidance and leadership support to the Program Manager for PhD and MSBS programs, the Supervisor of Technology and Learning Environments, the Program Manager for the Office of Postdoctoral Affairs, and the Program Manager for the MD/PhD program, in collaboration with their respective supervisors;
- Managing responsibilities within the approved budget.
- In the Dean's absence, make day-to-day operational decisions as they relate to administrative operations.
- Serve as the primary liaison to the ISMMS Dean’s office;
- Work with the Senior Associate Dean for Education
and Research Administration and her staff to prepare for and successfully
execute the annual financial plan.
- Expectations are clear, well communicated, and relate to the goals and objectives of the department or unit. Staff receives frequent, constructive feedback, including interim evaluations as appropriate. Staff has the necessary knowledge, skills, and abilities to accomplish goals. The requirements of the performance planning and evaluation system are met and evaluations are completed by established deadlines with proper documentation. Performance issues are addressed and documented as they occur. Safety issues are reviewed and communicated to assure a safe and healthy workplace;
- Serve as direct supervisor to the Financial
Analyst, the Marketing Coordinator, a Program Coordinator, and an
- As a member of the Dean’s Office team, participate in senior leadership meetings on a regular basis;
- Serve as the primary liaison to other key educational units such as Medical Education, working closely with them to organize joint events and activities.
- Work on other projects or perform other duties as requested by the Dean.
- Bachelor’s Degree required.
- Master's degree (Master in Education Management prioritized) strongly preferred
- Extensive and progressive leadership/management experience preferably in the area of academic support services (human resources, financial operations, marketing, communications, enrollment management, student services, event coordination etc.). The candidate should have experience with project management and resource allocation; significant managerial/supervisory experience; and a record of achievement in administration to include academic policy formulation, strategic planning, and day-to-day oversight of resource allocation processes. Demonstrated experience with Graduate School policies, procedures, and leadership, as well as familiarity with NIH and other funding mechanisms (e.g., training grants and individual pre-doctoral fellowships), is a plus.
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