Administrative Assistant

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

Job summary

Columbia University in the City of New York is seeking an Administrative Assistant to provide advanced administrative and operational support within the Abdominal Organ Transplant division. The role involves triaging communications, coordinating office visits and surgical scheduling, and ensuring regulatory compliance while maintaining efficient patient flow.

The position emphasizes independent judgment in managing clinical, research, and academic priorities, with duties spanning scheduling,

Qualifications

• Bachelor's degree or equivalent in education and experience.
• Intermediate to advanced MS Office skills, Adobe.
• Effective interpersonal and communication skills required.

Responsibilities

• Oversee outpatient and surgical scheduling, optimize provider templates to improve access and revenue.
• Independently resolve scheduling conflicts and workflow disruptions.
• Monitor preoperative clearance to prevent cancellations and revenue loss.
• Analyze clinic volume and scheduling metrics to suggest improvements.
• Coordinate and financially clear diagnostic procedures and surgical appointments.
• Distribute office notes to referring providers.
• Prepare briefing materials and reports for leadership.

Skills

MS Office

Adobe

Interpersonal communication

Social media proficiency

Education

Bachelor's degree or equivalent

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.