Administrative Assistant

Columbia University; New York (NY); On-site; USD 66,000 - 70,000; Full time

Job summary

Columbia University Medical Center is seeking an Administrative Assistant to provide advanced administrative and operational support to the Abdominal Organ Transplant division, triaging communications, coordinating visits and scheduling, facilitating testing, and overseeing check-in/check-out to ensure efficient patient flow and regulatory compliance.

Responsibilities include optimizing scheduling templates, resolving conflicts, monitoring preoperative clearance, analyzing volumes and trends,

Qualifications

• Bachelor's degree or equivalent in education and experience.

Responsibilities

• Oversee operational management of outpatient and surgical scheduling, optimizing provider templates to improve access, capacity utilization, and revenue capture.
• Independently resolve complex scheduling conflicts, patient access barriers, and workflow disruptions.
• Monitor preoperative clearance compliance and intervene proactively to prevent surgical cancellations and associated revenue loss.
• Analyze clinic volume, referral trends, and scheduling metrics to recommend operational improvements to divisional leadership.
• Develop and implement process improvements to enhance patient flow and regulatory compliance.
• Support division outreach initiatives by providing on-site reception coverage, as needed.
• Coordinate and financially clear diagnostic procedures and surgical appointments.
• Distribute office notes to referring providers.
• Evaluate referral requirements, prior authorizations, and insurance coverage to mitigate financial risk and reduce claim denials.
• Collaborate with revenue cycle and billing teams to resolve reimbursement discrepancies.
• Monitor compliance with institutional, Joint Commission, and payer requirements.
• Maintain oversight of documentation transmission to ensure regulatory and accreditation compliance.
• Manage and strategically prioritize the provider academic and clinical calendar, balancing institutional, research, and educational commitments.
• Coordinate faculty meetings, research initiatives, and educational programming.
• Prepare briefing materials, reports, and communications for institutional leadership and external stakeholders.
• Coordinate domestic and international travel and process reimbursements in accordance with institutional policies.

Skills

Scheduling

Operations management

Regulatory compliance

Communication

Travel coordination

Education

Bachelor's degree or equivalent

Tools

MS Office

Adobe

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Mon - Fri (9am - 5pm)
• Building: Columbia University Medical Center
• Salary Range: $66,300.00 - $70,000.00

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 advanced administrative and operational support to providers within the Abdominal Organ Transplant division, exercising independent judgment in managing clinical, research, and academic priorities. Responsibilities include triaging communications, coordinating office visits and surgical scheduling, facilitating ancillary testing, and overseeing check-in and check-out functions to ensure efficient patient flow and regulatory compliance.

Responsibilities

Clinical Operations & Strategic Coordination

• Oversee operational management of outpatient and surgical scheduling, optimizing provider templates to improve access, capacity utilization, and revenue capture.
• Independently resolve complex scheduling conflicts, patient access barriers, and workflow disruptions.
• Monitor preoperative clearance compliance and intervene proactively to prevent surgical cancellations and associated revenue loss.
• Analyze clinic volume, referral trends, and scheduling metrics to recommend operational improvements to divisional leadership.
• Develop and implement process improvements to enhance patient flow and regulatory compliance.
• Support division outreach initiatives by providing on-site reception coverage, as needed.
• Coordinate and financially clear diagnostic procedures and surgical appointments.
• Distribute office notes to referring providers.

Financial & Regulatory Oversight

• Evaluate referral requirements, prior authorizations, and insurance coverage to mitigate financial risk and reduce claim denials.
• Collaborate with revenue cycle and billing teams to resolve reimbursement discrepancies.
• Monitor compliance with institutional, Joint Commission, and payer requirements.
• Maintain oversight of documentation transmission to ensure regulatory and accreditation compliance.

Academic & Faculty Support

• Manage and strategically prioritize the provider academic and clinical calendar, balancing institutional, research, and educational commitments.
• Coordinate faculty meetings, research initiatives, and educational programming.
• Prepare briefing materials, reports, and communications for institutional leadership and external stakeholders.
• Coordinate domestic and international travel and process reimbursements in accordance with institutional policies.

Minimum Qualifications

Minimum education:

• Bachelor's degree or equivalent in education and experience.

Minimum computer skills:

• Intermediate to advanced level MS Office skills, Adobe.
• Work requires manual dexterity for handling charts and using office equipment - specifically the use of a computer keyboard and calculator. Must be able to stoop and bend to retrieve files and supplies, and sit, stand or move around for extended periods of time.

Other Requirements

• Proficiency with technology and social media platforms.
• Effective interpersonal and communication skills required.

Equal Opportunity Employer / Disability / Veteran

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