Columbia University Administrative Assistant in New York, New York

Job TitleAdministrative Assistant

Job Code Title

Job Requisition Number 095654

Department 7551- SRG Surgery

Location Medical Center

Job Type Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week 35

Job Family Administrative Support

Salary Grade Officer 103

Salary Range Commensurate with experience.

Advertised Summary Job Description The Administrative Assistant will oversee, plan and direct the academic practice of the Division Chief of Abdominal Organ Transplantation and Director of Operations for HealthSource. S/he will provide high-level administrative support and be responsible for coordinating a broad range of activities such as complex international travel, site visits of visiting international faculty, coordinate high level meetings with internal and external faculty/staff.

Duties and responsibilities:

  1. Provides front-line administrative support for a busy office.

  2. Answers telephones, greets and directs visitors.

  3. Screens calls and visitors; responds to telephone and in-person inquiries.

  4. Identifies and directs non-routine inquiries to appropriate office personnel as needed.

  5. Schedules international travel.

  6. Maintains multiple academic calendars and is aware of conflicting clinical responsibilities.

  7. Schedules and coordinates complex travel arrangements for internal and visiting faculty/guests/visitors.

  8. Process reimbursement requests through both internal and external funding sources.

  9. Resolves problems and provides support to officers.

  10. Receives, tracks, and distributes incoming and outgoing mail.

  11. Maintains and creates office file system.

  12. Facilitates IT support and ensures all equipment is up to date and working.

  13. Places orders and maintains office supply inventory.

  14. Maintains on-line presence and ensures web profiles are up to date and accurate.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant Requires a bachelor's degree or equivalent in education, training and experience, plus four years of related experience.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant Bi-Lingual Japanese/English.

Special Instructions

Preferred Qualifications

Essential Functions Proficiency with technology and social media platforms.

Effective interpersonal and communication skills required.

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with: There are no special indications for this position

HIPAA Compliance training required Yes

Participation in Medical Surveillance required No

What type of posting? Is this a waiver request? Standard Posting

Requisition Open Date 11-14-2018

Requisition Close Date Open Until Filled

Quick Link

EEO Statement Columbia University is an Equal Opportunity/Affirmative Action employer --Race/Gender/Disability/Veteran.

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

This organization is a federal contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA). The final rules now require contractors and subcontractors to invite applicants to self-identify as protected veterans or individuals with disabilities.

You can update your demographic information by logging in and clicking on "EDIT APPLICATION".

The information is being requested on a voluntary basis, and will be kept confidential. Refusal to provide this information will not subject the applicant to any adverse treatment, and will not be used in a manner inconsistent with the act.