Administrative Assistant - CCTI

Columbia University; New York (NY); On-site; USD 71,000 - 75,000; Full time

Job summary

Columbia University in the City of New York is seeking an Administrative Assistant to provide comprehensive administrative and operational support across three research centers: the Columbia Center for Translational Immunology, the Center for Research on Aging and Quality of Life, and the Columbia Center for Human Development.

The role requires coordinating seminars, travel, and meetings; assisting with grant submissions, manuscripts, and reports; maintaining records; and handling confidential

Qualifications

• Bachelor's degree or equivalent combination of education and experience plus 3+ years of related administrative experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Strong organizational, interpersonal, written, and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.

Responsibilities

• Provide administrative and operational support to Principal Investigators, center leadership, faculty, staff, trainees, and research personnel across three research centers.
• Coordinate seminars, meetings, conferences, recruitment activities, and center-sponsored events, including scheduling and logistics.
• Arrange visitor itineraries, appointments, and travel-related logistics.
• Prepare, compile, organize, and distribute materials for grant submissions, manuscripts, abstracts, presentations, and reports.
• Maintain accurate records of faculty, staff, trainees, center members, and other departmental contacts.
• Process invoices, reimbursements, purchase requests, and other administrative transactions per University policies.
• Order, maintain, and track office supplies, equipment, and inventory.
• Assist with center communications, website updates, and dissemination of information to stakeholders.
• Support recurring administrative processes to ensure efficient center functioning.
• Exercise discretion and confidentiality when handling sensitive information.
• Serve as a resource for inquiries and direct requests appropriately.
• Participate in special projects and perform other related duties.

Skills

MS Office Suite

Strong organization

Confidential info handling

Independent worker

Education

Bachelor's degree or higher

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Teams

Job description

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $71,000 - $75,000

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

Under the direction of the Senior Director of Finance and Administration (SDFA), the Administrative Assistant provides comprehensive administrative and operational support to Principal Investigators, center leadership, faculty, staff, trainees, and research personnel within the Columbia Center for Translational Immunology, the Center for Research on Aging and Quality of Life, and the Columbia Center for Human Development. The incumbent supports the day-to-day operations of the three centers, exercising strong organizational skills, professionalism, sound judgment, and discretion in managing multiple priorities and confidential information. The Administrative Assistant serves as a key resource to internal and external stakeholders, helping ensure the efficient administration of center activities and supporting the research, educational, and operational missions of the centers.

Responsibilities

• Provide administrative and operational support to Principal Investigators, center leadership, faculty, staff, trainees, and research personnel across three research centers.
• Coordinate seminars, meetings, conferences, faculty recruitment activities, and other center-sponsored events, including scheduling, logistics, and preparation of materials.
• Arrange and coordinate visitor itineraries, appointments, and travel-related logistics.
• Prepare, compile, organize, and distribute materials in support of grant submissions, manuscripts, abstracts, presentations, reports, and other research-related activities.
• Maintain accurate and up-to-date records of faculty, staff, trainees, center members, and other departmental contacts.
• Process invoices, reimbursements, purchase requests, and other administrative transactions in accordance with University policies and procedures.
• Order, maintain, and track office supplies, equipment, and related inventory for the centers.
• Assist with center communications, announcements, website content updates, and dissemination of information to faculty, staff, and trainees as appropriate.
• Support recurring administrative processes and operational activities to ensure the efficient functioning of the centers.
• Exercise discretion and maintain confidentiality when handling sensitive personnel, financial, and research-related information.
• Serve as a resource for faculty, staff, trainees, visitors, and external stakeholders, responding to inquiries and directing requests as appropriate.
• Participate in special projects and perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience, plus at least three years of related administrative experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Strong organizational, interpersonal, written, and verbal communication skills.
• Demonstrated ability to manage multiple priorities, meet deadlines, and work independently in a fast-paced environment.
• Proven ability to handle confidential and sensitive information with discretion and professionalism.

Preferred Qualifications

• Experience providing administrative support in an academic medical center, higher education, healthcare, or research environment.
• Experience coordinating meetings, events, travel arrangements, and financial transactions.
• Familiarity with University administrative systems, databases, and financial processes.

Other Requirements

• Successful completion of applicable compliance and system training requirements.

Equal Opportunity Employer / Disability / Veteran

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