Administrative Coordinator

Columbia University Irving Medical Center; New York (NY); On-site; USD 65,000 - 75,000; Full time

Job summary

Columbia University Irving Medical Center in New York is seeking an Administrative Coordinator in the Neurology Department to support a wide range of projects originating from the Office of the Chairman. Reporting to the Executive Assistant and Department Administrator, you will handle calendar management, meeting coordination, travel arrangements, and staff interviews with discretion and professionalism.

The role requires a bachelor's degree with three years of related experience and expertise

Qualifications

• Requires a bachelor's degree or equivalent with at least three years of related experience.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong verbal and written communication skills.
• Ability to manage multiple tasks and deadlines with discretion.

Responsibilities

• Provide general administrative support to the Department Administrator/CFO, including calendar management and meeting coordination.
• Coordinate interviews for prospective staff and junior faculty, and prepare meeting agendas.
• Support Senior Vice Chair and Chairman with correspondence, calendars, and materials.
• Coordinate departmental Grand Rounds and travel arrangements for lectures and events.
• Maintain confidential liaison with hospital/university departments and external institutions.
• Prepare events calendar for the Chairman's weekly newsletter.
• Assist with office supply inventory and facilities requests.
• Perform other duties and special projects as assigned.

Skills

Microsoft Office

Communication skills

Reliability

Self-motivation

Education

Bachelor's degree or equivalent

Job description

Grade 104

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: 9am-5pm
• Building:
• Salary Range: 65,300.00 - 75,300.00

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

Reporting to the Executive Assistant to the Chairman and the Department Administrator/CFO, the Administrative Coordinator in the Department of Neurology will support a wide range of projects originating from the Office of the Chairman. These projects align with key administrative and academic initiatives within the department.

The Administrative Coordinator will work closely with faculty in leadership roles and senior administrative staff, requiring a high level of discretion, professionalism, and independent judgment.

Responsibilities

• Provide general administrative support to the Department Administrator/CFO, including calendar management, meeting coordination, organizing business events, scheduling interviews for prospective staff and junior faculty, preparing meeting agendas, and disseminating departmental announcements and communications.
• Provide secondary administrative support to the Senior Vice Chair, including initiating correspondence, managing the calendar, exercising sound judgment in setting priorities, scheduling meetings, notifying attendees of subject matter, and providing required materials.
• Provide occasional administrative support to the Chairman of the department, as needed.
• Coordinate administrative tasks related to departmental Grand Rounds.
• Screen all incoming calls, mail, and visitors; respond or redirect inquiries as appropriate, limiting the need for senior staff intervention. Serve as a liaison between the administrative office and other departments within the hospital/university, as well as with external institutions, while maintaining strict confidentiality.
• Assist with junior faculty recruitment, lectures, conferences, and special events, including travel arrangements, itinerary preparation, room scheduling, and processing honoraria or travel expense reimbursements.
• Prepare and maintain the department events calendar for inclusion in the Chairman's weekly newsletter.
• Ensure adequate office supply inventory; submit Facilities and Environmental Services requests for the Chairman’s Office.
• Perform other duties and special projects as assigned.

Minimum Qualifications

• Requires a bachelor's degree or equivalent in education, training and experience, plus three years of related experience.

Other Requirements

Applicants MUST meet the following to be considered:

• Mid-level to advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and other relevant technologies.
• Excellent spelling, grammar, and attention to detail are essential.
• Must possess a professional demeanor and strong verbal and written communication skills.
• Prior experience providing administrative support at the executive level.
• Proven ability to manage multiple tasks, deadlines, and priorities effectively.
• Strong organizational skills and the ability to maintain accurate and orderly records.
• Proven record of good attendance and punctuality.
• Reliable and dependable.
• Self-starter with strong initiative.

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