Administrative Assistant II

Columbia University in the City of New York; New York (NY); On-site; USD 67,000 - 75,000; Full time

Job summary

Columbia University Irving Medical Center's Department of Pediatrics is seeking an Administrative Assistant II to join our executive support team in a full-time, on-site role. You will support the Central Administration and help manage complex schedules, communications, and events.

Qualified candidates have a Bachelor's degree or equivalent and at least three years of related experience, with strong writing, proofreading, and MS Office skills.

Qualifications

• Administrative experience with excellent writing, proofreading and oral communication skills
• Strong computer skills: MS Word, Excel, PowerPoint, Outlook, Adobe, Internet searches
• Strong interpersonal and organizational skills required, with the ability to exercise initiative and judgment
• Ability to handle multiple projects simultaneously and prioritize tasks

Responsibilities

• Manages and coordinates a highly complex schedule of meetings and travel for senior leaders
• Reviews and drafts correspondence and maintains contacts database
• Prepares sensitive correspondence and presentations for senior leaders both electronic and print
• Screens, edits and drafts communications and documents
• Manages day-to-day logistics of Central Administration including office supply and facility management
• Acts as information resource with pediatric divisions and leaders
• Provides logistical support and may lead special events as assigned
• Represents senior leadership professionally with patients, staff and external partners

Skills

Administrative experience

Writing

Proofreading

Oral communication

Education

Bachelor's degree or equivalent in education and experience

Tools

MS Word

Excel

PowerPoint

Outlook

Adobe

Internet searches

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $67,300.00 - $75,000.00

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 Department of Pediatrics is seeking an Administrative Assistant II to join our team in a full time position within the executive support team for the Department. Columbia University Irving Medical Center's Department of Pediatrics is a world leader in providing care for children. Our mission areas include Healthcare, Education and Research. We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases. Our Residency, Fellowship and Graduate programs are among the best in the Nation. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside. This position will support the department by providing administrative support to our Central Executive team.

Subject to business needs, we may support flexible and hybrid work arrangements, but this position will be primarily on-site. Options will be discussed during the interview process.

At CUIMC, we are leaders in teaching, research, and patient care and are proud of the service and support we provide to our community. Columbia University offers a range of benefits to help you, and your dependents stay healthy, build long-term financial security, meet educational and professional goals, and more. Explore your options for Health and Welfare, Employee Assistance, Tuition Programs, and Retirement Benefits.

Responsibilities

• Manages and coordinates a highly complex schedule of meetings and travel; ensures the Department Administrator & Executive Vice Chair & other senior leaders are prepared for meetings, events and other engagements.
• Reviews and drafts correspondence and maintains database of contacts and other relevant information.
• Prepares a wide range of sensitive correspondence and/or presentations for the senior leaders, both electronic and in print. Screens, edits and drafts communications, emails, and other correspondence and documents.
• Reviews and prioritizes the correspondence for review; and uses independent judgment and initiative to ensure a timely response.
• Resolving problems independently, relieving the Department leadership of matters of detail, drafts, and initiating correspondence.
• Manages the day-to-day logistics of the Central Administration including office supply and facility management. Assists with requests and should serve as an "information resource" with pediatric divisions and their respective leaders.
• Responsible for a wide range of day-to-day managerial, organizational and operational support, and serves as a key communications link on behalf of the Departmental Administrator & other senior leaders.
• Provides logistical support and may take the lead/assist with special events as assigned by the Departmental Administrator.
• Serves as the administrative face of the Chair's Office - represents Senior Department Leadership, including Chair in a professional manner in all interactions with patients, staff, and other leadership at CU and NYP.
• Provide cross coverage for the Chair's Executive Assistant when needed and actively participates in the Team atmosphere of the Central Administrative Executive Office.
• Assists with general office management.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience required; plus three years of related experience.

Other Requirements

• Administrative experience with excellent writing, proofreading and oral communication skills
• Strong computer skills: MS Word, Excel, Powerpoint, Outlook, Adobe, Internet searches
• Strong interpersonal and organization skills required, as well as the ability to exercise initiative and judgment.
• Must possess the ability to handle multiple projects simultaneously and prioritize tasks while maintaining responsibility for timely execution.

Equal Opportunity Employer / Disability / Veteran

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