• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: $60,000 - $65,000

Position Summary

Reporting to the Administrative Manager, the Administrative Coordinator will support the department’s faculty members in their academic and administrative responsibilities as well as assist with the day-to-day operations of the Department’s Administrative Office.

Responsibilities

• Provide administrative support for the divisions and faculty members.
• Perform administrative duties such as scheduling and managing calendars, coordinating meetings, planning social events, and facilitating recruitment.
• Manage the administrative office which includes serving as the primary contact for external requests, fielding phone calls, and messages, submitting work orders/facilities requests, and keeping the office space organized and stocked.
• Work closely with the practice managers and education coordinator to coordinate physicians’ calendars and on-call schedules.
• Assist with faculty and divisional correspondences including letters, reports, and presentations, and assist with publications and interaction with journal offices. Monitor and maintain division and provider profiles on the departmental website.
• Track and maintain an updated record of faculty’s CME activities, CVs, and other faculty profiles. Assist with renewals of memberships and licenses.
• Plan and coordinate travel arrangements and prepare itineraries. Process travel and business expense reports in Concur, domestic and international invoices, procurement of goods and services, and petty cash transactions through the Accounting and Reporting at Columbia system (ARC). Serve as a cardholder for the departmental purchasing card and reconcile P-Card transactions in a timely manner.
• Provide general support as the need arises, including the planning of holiday events, fellowship interviews, and other special education programs.
• Coordinate visits for external guests and visitors, including visit arrangement, communication of program, and reimbursements.
• Provide coverage to the administrative team.
• Work on other duties as needed and assigned.

Minimum Qualifications

• Bachelor's degree or equivalent in training, education, and /or experience plus at least two years of related experience.
• Excellent computer skills (MS Office Suite).
• Must be highly organized and motivated. Ability to undertake multiple tasks, set priorities, work independently, meet deadlines, and follow up on project completion.
• Ability to exercise discretion and judgment in sensitive and confidential matters is critical.
• Must be detailed oriented and have excellent communication skills.
• Ability to maintain positive relations with faculty and other staff members.

Preferred Qualifications

• Prior experience with working in an academic medical center or healthcare facility.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.