- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Standard Work Schedule:
- Building:
- Salary Range: $66,300 - $66,300
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Position Summary
The Administrative Assistant provides administrative and project coordination support to designated areas within the office of medical education (OME). The Administrative Assistant will have an assigned primary support portfolio while also providing shared administrative support for projects and initiatives across the OME. Responsibilities include office management, calendar coordination and scheduling, communications, events, recordkeeping, routine financial activities to ensure smooth daily operations. The Administrative Assistant serves as a point of contact for the office and provides professional, timely, and organizational focused support.
Responsibilities
Administrative Support
- Oversees day-to-day administrative office activities and supports departmental events.
- Provides administrative support to assigned OME leadership and functional areas.
- Coordinates department-specific administrative activities, such as student support processes.
- Conducts data entry tasks and provides reliable and accurate recordkeeping in relevant systems and trackers.
- Provides general clerical support including data entry, filing, copying, and scanning.
Calendar, Meetings, and Events
- Responsible for efficient management and coordination of assigned calendars and schedules.
- Plans and executes logistical activities for meetings, conferences, lectures, and education-related activities.
- Maintains discretion and confidentiality when handling sensitive documents and materials.
- Proactively coordinates meeting logistics including room set-up, agendas, presentations, and reports.
- Coordinates daily operational office activities, including room reservations, confirming attendees, catering requests, and audiovisual preparation.
- Coordinates with OME teams and CU partners to support project and office needs
Communication and Visitor Support
- Meets, greets, assists, and directs in-person visitors; manages office correspondence.
- Serves as first point of contact for the office and as administrative liaison for partner CUIMC offices and external organizations.
- Answers and screens telephone calls and written communications, including appropriate forwarding and ensuring timely responses, prioritizing matters requiring immediate attention.
Financial Support
- Ensures adequate maintenance of office supplies and other purchases, including managing P-cards, reimbursements, and reconciliations.
- Ensures proper documentation, coding, and approvals for purchases, invoices, and reimbursement requests.
- Submits purchase requests and reconciles P-card statements in compliance with policies and procedures.
- Initiates purchase orders as needed, processes vendor ID requests in the purchasing system, and follows up on completion.
People
- Provides cross-coverage and backup support for other administrative staff as needed.
Other
- Other duties as assigned.
Minimum Qualifications
- Bachelor's degree or equivalent in education and experience required
Preferred Qualifications
- Experience working in a medical / health care system
Other Requirements
- Bachelor’s degree or equivalent in education and/or experience.
- Excellent organizational skills and ability to manage multiple priorities
- Strong interpersonal and communication skill (written and verbal)
- Proficiency with Microsoft Suite (Word, Excel, Outlook, PowerPoint), as well as experience with calendar management and scheduling tools.
- Strong customer service orientation, with a professional and welcoming demeanor when interacting with visitors, students, staff, and faculty.
- Strong attention to detail and commitment to accuracy, particularly managing documentation, data entry, and records.
- Ability to maintain confidentiality and handle sensitive information with discretion.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.