Administrative Coordinator - Nephrology

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

Job summary

Columbia University Irving Medical Center in New York is seeking an Administrative Coordinator to join the Department of Medicine, Division of Nephrology, as a full-time role supporting the Director of the Transplant Program and the Associate Division Chief for Clinical Affairs. The role focuses on delivering calendar management, meeting coordination, travel arrangements, and efficient communications.

Strong organizational and communication skills, plus proficiency with MS Word, Excel, Outlook

Qualifications

• Bachelor's degree or equivalent in education and experience.
• Strong interpersonal and organizational skills are essential, as well as the ability to exercise initiative and judgment.
• Excellent communication skills, both written and oral.
• The ability to work under pressure, meet deadlines, handle multiple projects simultaneously, and prioritize tasks while maintaining responsibility for timely execution.
• Proficiency with MS Word, Excel, Outlook, Teams as well as collaborative online document editing platforms.

Responsibilities

• Deliver comprehensive administrative support, encompassing calendar management, appointment scheduling, and the efficient organization of meetings and conferences.
• Prepare and manage correspondence, document scanning, meeting coordination, assistance with mailings and shipments, and the facilitation of internal and external communications and conference calls.
• Coordinate travel arrangements, crafting detailed itineraries, and processing expense reports for the Directors and members of the Nephrology Transplant group.
• Coordinate Renal Grand Rounds and the Nephrology Division Journal Club, including maintaining and updating Google Calendar for these important events.
• Coordinate speaker visits, overseeing their travel and meeting schedules by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations, and scheduling conference rooms.
• Assist with updates to centrally coordinated Nephrology personnel contact information, telephone systems, video conferencing accounts, and email distribution lists on operational systems.
• Monitor the work area to ensure proper maintenance and the availability of supplies, while also promptly addressing any issues with office equipment and general facilities, routing them to the appropriate parties for resolution. Additionally, manage the ordering of office and coffee supplies.
• Provide direct administrative assistance and coverage during peak periods, vacations, and special projects for other administrative staff.
• Perform additional related duties as assigned.

Skills

Interpersonal skills

Organizational skills

Communication skills

Ability to work under pressure

Education

Bachelor's degree or equivalent

Tools

MS Word

Excel

Outlook

Teams

Job description

Grade 103

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

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 Medicine is seeking a dedicated Administrative Coordinator to join our team in a full-time role within the Division of Nephrology. In this role, the Administrative Coordinator will provide essential administrative support to the Director of the Transplant Program and the Associate Division Chief for Clinical Affairs, contributing to the seamless functioning of the Nephrology Division.

Responsibilities

• Deliver comprehensive administrative support, encompassing calendar management, appointment scheduling, and the efficient organization of meetings and conferences.
• Prepare and manage correspondence, document scanning, meeting coordination, assistance with mailings and shipments, and the facilitation of internal and external communications and conference calls.
• Coordinate travel arrangements, crafting detailed itineraries, and processing expense reports for the Directors and members of the Nephrology Transplant group.
• Coordinate Renal Grand Rounds and the Nephrology Division Journal Club, including maintaining and updating Google Calendar for these important events.
• Coordinate speaker visits, overseeing their travel and meeting schedules by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations, and scheduling conference rooms.
• Assist with updates to centrally coordinated Nephrology personnel contact information, telephone systems, video conferencing accounts, and email distribution lists on operational systems.
• Monitor the work area to ensure proper maintenance and the availability of supplies, while also promptly addressing any issues with office equipment and general facilities, routing them to the appropriate parties for resolution. Additionally, manage the ordering of office and coffee supplies.
• Provide direct administrative assistance and coverage during peak periods, vacations, and special projects for other administrative staff.
• Perform additional related duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience.
• Strong interpersonal and organizational skills are essential, as well as the ability to exercise initiative and judgment.
• Excellent communication skills, both written and oral.
• The ability to work under pressure, meet deadlines, handle multiple projects simultaneously, and prioritize tasks while maintaining responsibility for timely execution.
• Proficiency with MS Word, Excel, Outlook, Teams as well as collaborative online document editing platforms.

Preferred Qualifications

• Two years of related experience

Other Requirements

• Successful completion of applicable compliance and systems training requirements.

Equal Opportunity Employer / Disability / Veteran

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