Administrative Assistant

4 days ago

New York, New York, United States Columbia University Irving Medical Center Full time $64,350 - $70,000 per year

Grade 103

  • Job Type: Officer of Administration
  • Regular/Temporary: Regular
  • Hours Per Week: 35
  • Salary Range: $64,350 - $70,000

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 reports to the Division Chief and the Division Administrator. This role provides essential support to the Chief and faculty within the Division of Digestive & Liver Diseases (DLD).

Responsibilities

  • Manage the Chief's calendar, including scheduling appointments, interviews, and meetings.
  • Prepare agendas, meeting materials (including PowerPoint presentations), and manage communications with participants.
  • Interact effectively with all levels of internal and external stakeholders.
  • Coordinate travel arrangements and assist with processing reimbursements.
  • Coordinate activities related to faculty recruitment.
  • Maintain and update the faculty and staff database as well as the Divisional website.
  • Maintain a well-organized filing system in a readily retrievable format.
  • Coordinate, screen, and triage all incoming calls, correspondence, and visitors.
  • Draft correspondence for review by the Chief and Division Administrator.
  • Provide general faculty and research lab support, including processing facilities, telecom, and IT support requests.
  • Assist with coordinating and organizing special projects and events.
  • Perform general office duties and other duties as assigned.

Minimum Qualifications

  • Bachelor's degree or equivalent in training, education, and/or experience.
  • Excellent verbal and written communication skills.
  • Strong interpersonal skills.
  • Ability to handle confidential information with exceptional judgment, discretion, and diplomacy.
  • Demonstrated ability to work with minimal supervision, set priorities, and manage multiple assignments effectively.
  • Detail-oriented with outstanding organizational skills.
  • Ability to manage diverse projects and a large volume of detailed work.
  • Proficient in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
  • Flexibility to work extended hours as needed.

Preferred Qualifications

  • Experience in an institution of higher education or other large, complex organization.

Other Requirements

  • Successful completion of applicable compliances and systems training requirements.
  • Equal Opportunity Employer / Disability / Veteran
  • Columbia University is committed to the hiring of qualified local residents.

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