Administrative Assistant I - Cardiology

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

Job summary

Columbia University Irving Medical Center is seeking an Administrative Assistant I to provide administrative, operational and research support for the Center for Advanced Cardiac Care (CACC) and CCRLE.

You will schedule clinical and teaching activities, manage high-volume calendars, triage clinical queries, and ensure timely entry of letters and lab results into the EHR, enabling seamless patient care and research workflows.

Qualifications

• Bachelor's degree or equivalent in education, training and experience.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently while collaborating with multidisciplinary teams.
• Bilingual English/Spanish preferred.

Responsibilities

• Schedule appointments and balance schedule for clinical and teaching activities.
• Triage phone queries of a clinical nature to MD or NP.
• Maintain referrals and post clinic letters in EHR for continuity of care.

Skills

Schedule management

Calendar coordination

Communication

Education

Bachelor's degree or equivalent

Tools

EHR

Job description

Grade 103

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,300 - $70,000 Annual

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 I provides administrative, operational and research related support. The Administrative Assistant I will be responsible for scheduling both clinical and academic/teaching activities for the attending. The candidate will interact with the Clinical area Center for Advanced Cardiac Care (CACC). The Administrative Assistant I will coordinate with Research Manager and Nurse Practitioner schedule of patients enrolled in clinical trials at the Clinical Cardiovascular Research Lab for the Elderly (CCRLE).

Responsibilities

• Schedule appointments and balance schedule proactively given blocks of on service time, teaching rounds, conferences away, research activities.
• Manage high volume of high acuity patients, with poise and professionalism.
• Triage phone queries of a clinical nature to MD or NP.
• Maintain accurate list of referring physicians to ensure post clinic letters are promptly sent to every patient for every clinic visit. Post these letters expeditiously into EHR to provide continuity of care and communication between clinicians.
• Ensure that high volume of cardiac testing is ordered, scheduled and pre-authorizations are completed in expected time frame.
• Receive high volume of pharmacy renewal calls and transmit accurate information to NP to fulfill prescription requests
• Retrieve lab results from outside labs and other outside clinical studies as directed by the clinical team.
• Scan all clinical documents and index accurately in EHR to facilitate transition to paperless system.
• Develop basic level knowledge of common cardiac testing modalities to enhance communication with patients.
• Coordinate schedule of patients enrolled in clinical trials.
• Manage reimbursement of the attending's expenses related to travel, manage and ensure reimbursement of patient expenses who are enrolled in clinical trials and manage IRB submissions ensuring timing renewal and submission of required materials as part of IRB regulations (e.g. SAEs).
• Order required supplies and materials to ensure appropriate function of CCRLE under the direction of the attending and Lab Manager of CCRLE.
• Manage contracts with sponsors for research programs at CCRLE by interacting with Clinical Trials Office and Sponsored Projects Administration under the direction of the attending and Lab Manager.
• Attend weekly meeting of CCRLE.
• Perform other responsibilities as needed.

Minimum Qualifications

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

Preferred Qualifications

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Proven ability to coordinate complex calendars, meetings, travel, and special events.
• Ability to work independently while collaborating effectively with multidisciplinary teams.
• Bilingual (English/Spanish) preferred.

Other Requirements

• Participation in Medical Surveillance Program:
• Contact with patients and/or human research subjects
• Must successfully complete compliance and systems training requirements

Equal Opportunity Employer / Disability / Veteran

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