Administrative Assistant for Programs in PT and OT

Columbia University Irving Medical Center; New York (NY); On-site; USD 59,670 - 72,930; Full time

Job summary

Columbia University Irving Medical Center is seeking an Administrative Assistant to manage the reception area and administrative suite for the Programs in Physical Therapy and Occupational Therapy, graduate degree programs within the Department Rehabilitation and Regenerative Medicine, Vagelos College of Physicians and Surgeons.

The Administrative Assistant will greet guests, answer phones, and order supplies while supporting accounts payable, accounts receivable, purchasing and related

Qualifications

• Bachelor’s degree or equivalent in education and experience.
• Knowledge of finance, purchasing, and accounts payable processes (ARC preferred).
• Proficiency in Microsoft Office and related applications.

Responsibilities

• Meet and greet guests, students, faculty and staff and answer phones.
• Order supplies via CU Marketplace and/or Purchase Order.
• Process invoices in ARC, create vendors, and follow up on payments.
• Coordinate and resolve purchasing issues and follow-up as needed.
• Compile and process Travel and Business Expenses Reports using Concur; act as Travel Arranger.
• Submit requisitions for facilities and maintenance requests.
• Perform other related duties as assigned.

Skills

Communication skills

Time management

Discretion/confidentiality

Microsoft Office

Education

Bachelor’s degree

Tools

ARC

Concur

CU Marketplace

Columbia PCard

Microsoft Office

Job description

Grade 103

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,300.00 - $66,300.00

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 is needed to manage the reception area and administrative suite for both the Programs in Physical Therapy and Occupational Therapy, graduate degree programs within the Department Rehabilitation and Regenerative Medicine, Vagelos College of Physicians and Surgeons. The Administrative Assistant will be responsible for meeting and greeting guests, prospective students, answering phones, and ordering all supplies. This position will support all accounts payable, accounts receivable, purchasing, P-Card, and other related financial transactions.

Responsibilities

• Meet and greet guests, students, faculty and staff and answer phones
• Order all supplies including office supplies and instructional supplies in CU Marketplace and/or use Columbia P-Card or Purchase Order.
• Process all invoices in ARC, creating new vendors and follow-up on outstanding payments. Communicates verbally and in writing with the Purchasing Office as needed.
• Coordinate and take lead in resolving any purchasing related issues and follow-up as needed.
• Compile and process Travel and Business Expenses Reports using Concur as well as serve as Travel Arranger in Concur.
• Use of Columbia Pcard and Corporate Card required following Columbia University guidelines and policies
• Submit all requisitions for facilities and maintenance requests.
• Perform other related duties and responsibilities as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience required.

Preferred Qualifications

• Knowledge of finance, purchasing, and accounts payable processes, with experience using ARC preferred; responsible for submitting requisitions for facilities and maintenance requests.
• Ability to prioritize multiple tasks, manage competing deadlines, and work independently with minimal supervision while exercising discretion and maintaining confidentiality.
• Strong communication skills, both verbal and written, with the ability to interact effectively with students, faculty, and staff in a professional manner.
• Excellent organizational, time management, multitasking, and problem-solving skills, with strong attention to detail and the ability to follow up on assignments and requests.
• Proficiency in Microsoft Office and other computer applications.
• Two years of related experience preferred.

Equal Opportunity Employer / Disability / Veteran

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