Administrative Coordinator I

Columbia University; New York (NY); On-site; USD 70,000 - 75,000; Full time

Job summary

The Administrative Coordinator I at Columbia University’s Vagelos College of Physicians & Surgeons, Department of Pediatrics, Division of Nephrology, is a full-time position based in New York. You will handle fellowship programs, credentialing, scheduling, payroll-related tasks, and office operations to support faculty and staff.

Minimum qualifications include a Bachelor's degree or equivalent plus three years of related experience, along with strong communication and organizational skills.

Qualifications

• Bachelor’s degree or equivalent in education and experience required; plus, three years of related experience.
• Excellent verbal and written communication skills required.
• Very organized and detail-oriented.

Responsibilities

• Assist with Division Chief's daily calendar and meetings.
• Coordinate and prepare materials for division meetings and recruitment.
• Liaise with catering for meetings and manage events.
• Submit Sentact requests for multiple sites and troubleshoot IT issues.
• Process payments, invoices, and travel expense reports with Procurement.
• Manage fellowship applications, interviews, and appointments.

Skills

Excellent verbal communication

Very organized

Education

Bachelor’s degree or equivalent

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: $70,000 - $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

The Department of Pediatrics is seeking an Administrative Coordinator I to join our team in a full time position to work within the division of Nephrology.

The Department of Pediatrics at the Vagelos College of Physicians & Surgeons of Columbia University is a world leader in providing care for children. Our mission areas include Healthcare, Education and Research. The Department of Pediatrics is committed to innovation and excellence in clinical medicine, education, research, community health, global health, and the development of our faculty and staff.

At CUIMC, we are leaders in teaching, research, and patient care and are proud of the service and support we provide to our community. We apply the same rigor in our commitment to fostering an inclusive, thriving community and caring for our employees and their loved ones. We offer immediate eligibility and invest in our employees’ families through comprehensive Health and Welfare, Employee Assistance, Tuition Programs, and Retirement Benefits.

Responsibilities

The Administrative Coordinator I will report to the Division Administrator and will be responsible for administrative duties including fellowship program for Nephrology:

Administrative Tasks

• Assist with Division Chief's daily calendar.
• Coordinate, schedule and prepare materials for the Chief and Division meetings, including recruitment and monthly faculty/divisional meetings.
• Liaise with catering for on and off-site meetings.
• Coordinate out of office calendar for attendings and staff.
• Submit and follow up on Sentact requests for 3 locations PH 17, P&S 9 and CHN 1115.
• Troubleshoot, submit and follow up on all IT related issues for all 3 Nephrology offices.
• Oversee inventory and purchasing to ensure adequate supplies.
• Coordinate collection and review of faculty and staff timesheets.
• Coordinate Physician credentialing; maintain all Physician files/compliance regarding continuing education, annual health assessment, appointments and reappointments.
• Prepares supporting documents for academic appointment packets; assists with visa preparation and extensions, and verification of status letters upon request.
• Maintain all faculty and staff personnel files as needed.

Financial Responsibilities

• Process payments, invoices, CONCUR Travel/Business Expense Reports, and purchase orders, including lab purchases. Follow through with purchasing process in collaboration with the department's Procurement Office.
• Review and reconcile the Division Purchasing Card transactions; troubleshoot as necessary.

Fellowship Tasks

• Work closely with Fellowship Program Director.
• Respond to inquiries about the fellowship program and advise potential applicants about the application procedures and programmatic elements.
• Manage the application and evaluation databases. Schedule candidate interviews; process fellowship appointments and reappointments; program audits, and recertification application; process temporary appointments for visiting fellows, maintain fellow files, ERAS, and Medhub system.
• With Program Director, create Fellows on Call schedule.
• Coordinate fellowship meetings and events.

Clinical Practice Related Tasks

• Create faculty On Call schedule.
• Provide daily back up for Practice Office Staff and when staff is on vacation.
• Epic Super User, troubleshoot Clinical Systems issues, build provider templates, ensure review and completion of work queues and inbaskets by clinical staff.
• Backup for scheduling appointments, pre-certify patient visits and procedures, answering and triage calls.
• Other duties as assigned.

Minimum Qualifications

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

Preferred Qualifications

• Excellent verbal and written communication skills.
• Very organized.

Equal Opportunity Employer / Disability / Veteran

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