Administrative Coordinator - Core Administration

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $62,400 - $70,000

Position Summary

The Administrative Coordinator will provide comprehensive administrative support to the core administrative team for the Department of Medicine, ensuring smooth operations and facilitating the effective functioning of senior leadership within the Department of Medicine. This role involves managing calendars, coordinating meetings and travel, preparing reports, and handling various administrative tasks. The ideal candidate will be organized, detail-oriented, and able to manage confidential information with discretion.

Responsibilities

• Provide high-level administrative support relieving senior leadership of detail-oriented tasks.
• Manage senior leadership schedules, including appointments, meetings, and travel arrangements, using sound judgment to prioritize tasks.
• Serve as the main point of contact for visitors, answering inquiries and directing them as necessary.
• Coordinate virtual and in person meetings, conferences, and events, ensuring proper setup and materials are prepared.
• Handle calls, mail, and other communications, responding on behalf of senior leadership when appropriate.
• Maintain confidential files and documents, draft correspondence, and create reports as needed.
• Oversee administrative functions for the office, including procuring supplies, managing IT and facilities requests, and maintaining conference room schedules.
• Assist with financial tasks, such as processing expense reports and managing travel reimbursements through the Concur system.
• Supervise and mentor interns and volunteers.
• Act as a liaison between senior leadership and other departments within the university and hospital, fostering strong communication and collaboration.
• Support special projects and initiatives, managing follow-ups on important assignments and ensuring deadlines are met.
• Perform additional related duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent in education, training, and experience.
• Proven ability to provide high-level administrative support, preferably in a healthcare or academic setting.
• Strong communication skills, with the ability to handle confidential information and act with discretion.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and scheduling software.
• Ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
• Strong organizational and problem-solving abilities.

Preferred Qualifications

• Experience in healthcare administration or familiarity with medical terminology.
• Experience with systems such as ServiceNow, Concur, or similar platforms for office and travel management.

Other Requirements

• Successful completion of applicable compliance and systems training.

Equal Opportunity Employer / Disability / Veteran

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