Executive Assistant & Program Manager

Job Title:Executive Assistant & Program Manager

Grade: 22

Salary: $79,116 - $95,435

The Research Foundation for Mental Hygiene is seeking a qualified applicant to fill a full-time Executive Assistant & Program Manager position at the New York State Psychiatric Institute. The Program Manager and Executive Assistant will perform administrative and project management functions with independent judgment, initiative, and discretion.

The incumbent will work closely with department leadership, faculty and staff; communicating with research divisions, core research facilities, and research ethics committees on behalf of the Vice Chair/Director of Research; obtaining, organizing and preparing data for presentations and analysis; managing performance appraisals and time and accrual records; scheduling meetings and appointments; assisting with coordinating and organizing departmental activities; ordering office supplies and maintaining office equipment.

The incumbent must possess strong interpersonal and organizational skills along with the ability to take initiative, exercise excellent judgment, meet deadlines, handle multiple projects simultaneously, and prioritize tasks. The incumbent must also possess excellent writing, proofreading, and editing skills, be proficient in business software applications (Outlook, Excel, Word, PowerPoint), and be comfortable with new technologies and software.

The incumbent must prepare and edit written material accurately and must be able to meet deadlines, handle multiple projects simultaneously, and prioritize tasks.

Duties and Responsibilities:

Administration & Communications:

• Providing executive-level support for the Vice Chair/Director of Research
• Resolving problems independently
• Handling or redirecting contacts and communications not requiring the immediate and personal attention of the Vice Chair/Director of Research.
• Managing and coordinating a busy and complex calendar and arranging meetings and special conferences.
• Filing and keeping office organized
• Taking notes at specific meetings for the Vice Chair/Director of Research with clear action steps (and sending to participants)
• Scheduling travel and submitting for reimbursements, as needed
• Sending monthly emails on behalf of the Vice Chair/Director of Research
• Planning and preparing meetings for the Vice Chair/Director of Research, including but not limited to, preparing power point slides and setting up Audio Visual equipment
• Work with other departments and divisions closely
• Screening incoming calls, e-mails, mail and visitors

Project Management:

Assist Vice Chair/Director of Research in projects including but not limited to:

• Peer review process
• Research events, seminars and forums
• Internal grant submission process (e.g., organizing committee and reviews)
• Recruitments/retentions
• Yearly surveys to research faculty
• Research cabinet (and following up as need be)
• Organizing/assisting with special meetings

Minimum Qualifications:

• A bachelor's degree from a four year institution
• Four years of relevant work experience working with executive leadership.

Preferred Qualifications:

Experience working in an executive level setting.

Work Location: 1051 Riverside Drive, New York, NY 10032

To Apply: Submit an application through our website at https://nyspi.applicantpro.com/jobs/. Please note only applications submitted through our website will be considered.

The Mission of the Research Foundation for Mental Hygiene, Inc. (RFMH) is to promote the mental health of all New Yorkers, with a focus on providing hope and supporting recovery for adults with serious mental illness and children with serious emotional disturbances. Applicants with lived mental health experience are encouraged to apply. RFMH is deeply committed to supporting underserved individuals, organizations, and communities. To this end, RFMH is focused on implementing activities and initiatives to reduce disparities in access, quality, and treatment outcomes for underserved populations. A critical component of these efforts is ensuring that RFMH is a diverse and inclusive workplace where all employees' unique attributes and skills are valued and utilized to support the mission of the Agency. RFMH is an equal opportunity/affirmative action employer.

The Research Foundation is a private not-for-profit corporation and is not an agency or instrumentality of the State of New York. Employees of the Research Foundation are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. Excellent Benefits Package. Employer/Minority/Women/Disabled/Veteran Employer. VEVRAA 41 CFR 60-300.5(a) compliant.