Administrative Coordinator

Job Title: Administrative Coordinator

Grade: 18

Salary: $67,552-$81,257

The Research Foundation for Mental Hygiene, Inc. (RFMH) is seeking a highly organized and detail-oriented candidate for the position of Administrative Coordinator in the Department of Comparative Medicine (DCM) at the New York State Psychiatric Institute (NYSPI).

Reporting directly to the Director of DCM, the Administrative Coordinator will provide administrative support to the Director and other DCM management. The Administrative Coordinator will manage the department's animal census data, maintain training records, and update website content. The incumbent will assist with the day-to-day operations through accurate record keeping, timely communication, and well-organized administrative processes.

Key responsibilities include calendar and meeting management, stakeholder communications, budget support, preparation for AAALAC and state inspections, animal census management and reconciliation in Tick@Lab.

Duties and Responsibilities:

1. Departmental Communication & Administrative Operations

• Serve as the DCM office's primary point of contact for administrative inquiries from investigators, research staff, vendors, and other stakeholders, providing prompt, accurate, and professional responses.
• Manage calendars for the Director and other DCM management. Schedule meetings, coordinate appointments, and prepare and route general administrative correspondence.
• Plan, schedule, and coordinate weekly animal care staff and supervisor meetings; prepare agendas, record accurate minutes, and track action items through completion.
• Coordinate and support preparation for triennial AAALAC site visits and the annual state inspection, including scheduling, document collection, and facility logistics.

1. Operations & Budgetary Support

• Provide backup support for operational tasks (e.g., cage card printing and order review) and daily administrative workflows.
• Track invoices, vendor payments, and departmental expenses.
• Track and process annual institutional and individual membership renewals, ensuring timely filing and documentation.
• Assist the Director with budget estimations, tracking, and annual fiscal planning.

1. Animal Census & Data Management

• Manage, audit, and reconcile animal census data (via Tick@Lab) to ensure data integrity, compliance, and accurate per diem billing.
• Maintain and optimize system configurations related to cage card census tracking, reconciliation workflows, error detection, and reporting.
• Partner closely with Animal Care Technicians and supervisory staff to identify census discrepancies, investigate root causes, and execute corrective actions.
• Serve as the primary liaison to NYSPI IT (psyIT) and software vendors (a-tune, the Tick@Lab vendor) to report and resolve technical issues; assist with system testing, updates, and configuration changes.

1. Content Management & Training Support

• Assist with the development, formatting, maintenance, and publication of training materials, presentations, and learning modules for the DCM website and training platforms.
• Coordinate and maintain departmental electronic document management systems (e.g., OneDrive) and website content.
• Maintain and systematically track training records and compliance documentation for all personnel in the animal care and use program.
• Perform other duties as assigned.

Minimum Qualifications:

• Associate's degree or higher from an accredited institution, or an equivalent combination of education and experience.
• Minimum of two (2) years of administrative support experience in a scientific, academic, medical, or research environment.

Preferred Qualifications:

• High proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, and Excel, including sorting, filtering, lookups, and pivot tables) and experience with digital document management platforms (e.g., OneDrive, SharePoint).
• Experience with specialized compliance software or animal management databases (e.g., Tick@Lab).
• Knowledge of regulatory standards related to animal research (OLAW, AAALAC).
• Experience supporting an AAALAC-accredited animal care program or IACUC office.
• Experience maintaining website or intranet content (e.g., SharePoint sites, WordPress, or similar content management systems).

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

To Apply: Submit an application through our website at https://rfmh.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. Affirmative Action/Equal Opportunity Employer - Disabled/Veteran, 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a) compliant.