Administrative Coordinator

6 days ago

New York, New York, United States Columbia University Full time
About the Role

Columbia University is seeking a highly skilled and organized Administrative Assistant to support a dynamic executive-level team within the Faculty Practice Organization (FPO). The successful candidate will provide exceptional administrative support services, ensuring seamless coordination between the executive's office, faculty, administrative departments, and the University administration.

Key Responsibilities
  • Executive Support
    • Provide day-to-day administrative support to the assigned executive(s), serving as the primary point of contact for a range of stakeholders.
    • Coordinate a broad variety of administrative tasks, including managing complex calendars, composing and preparing confidential documents, and ensuring follow-up on all action items.
    • Coordinate all activities to support assigned executive(s), such as travel arrangements, expense reports, presentations, correspondence, meeting minutes, reserving meeting space, facilitating webcasts, and supporting special events, as needed.
    • Prepare necessary purchase orders and related documentation for purchasing/accounts payable for approval by the appropriate FPO executive.
    • Monitor assigned budgets and audits expenses, escalating any issues as appropriate.
    • Process expense reimbursements, invoices, and purchase orders.
    • In coordination with FPO Operations, coordinate space allocations and associated items for assigned location(s).
    • Ensure appropriate level of support is arranged (and coverage is provided when necessary) in each assigned location to facilitate timely submission and resolution of facilities-related requests (heating/cooling, patch/paint, etc.).
    • Keep executive(s) well informed of upcoming commitments and responsibilities, including follow-up.
    • Communicate directly on behalf of executive(s) in a professional manner, bridging smooth and clear communications with internal departments and external constituents.
    • Collaborate with the Executive Assistant (EA) team on overall administrative support, including staff coverage, deliverables, and service excellence standards.
    • Perform all other duties as assigned within the scope of practice and/or training.
  • People
    • Promote a service-oriented environment and culture of teamwork by collaborating with Executive Assistants to assure service excellence.
  • Other
    • Ensure compliance with all regulatory agencies, departmental, Service Corp, and organization policies and procedures for all staff.
    • Keep current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and ensure that all staff has successfully completed all required trainings.
    Requirements
    • Bachelor's Degree.
    • An equivalent combination of education and experience may be considered.
    • Candidate must be well organized and able to manage a demanding workload and moderately complex cases in an accurate and timely manner.
    • Demonstrated proficiency in problem assessment, resolution, and collaborative problem-solving in complex, and interdisciplinary settings.
    • Ability to communicate effectively in both oral and written form, interacting positively, constructively, and effectively with professional staff, providers, and organizational stakeholders.
    • Ability to work independently, follow through, and handle multiple tasks simultaneously to meet assigned deadlines.
    • Ability to work with a variety of individuals and groups constructively and respectfully, appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.
    • Strong commitment to fostering diversity and equity.
    • Strong proficiency in Microsoft Office (Word & Excel) or similar software is required, and an ability and willingness to learn new systems and programs.
    • Must be a motivated individual with a positive mindset and exceptional work ethic.
    • Must successfully complete systems training requirements.
    Preferred Qualifications
    • Familiarity with the University financial systems such as ARC.
    Competencies

Columbia University is an equal opportunity employer and welcomes applications from diverse candidates. The successful candidate will be a team player with excellent communication and problem-solving skills, able to work in a fast-paced environment and prioritize multiple tasks effectively.

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