Administrative Operations Analyst - Hematology and Oncology

Columbia University Irving Medical Center; New York (NY); On-site; USD 66,000 - 75,000; Full time

Job summary

Columbia University Irving Medical Center is seeking an Administrative Operations Analyst to support a broad range of operational, financial, research administration and personnel management functions within the Hematology and Oncology division.

The successful candidate will maintain personnel data, facilitate faculty and staff transactions, monitor compliance, and perform ad hoc analyses to inform leadership decisions.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Proficiency in Microsoft Excel, including pivot tables, VLOOKUPs/XLOOKUPs, filtering, sorting, and basic data analysis.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• Demonstrated attention to detail and ability to maintain confidentiality.
• Ability to manage multiple projects and priorities simultaneously.

Responsibilities

• Serve as liaison with Medicine Pod HR/FA team to facilitate recruitment, onboarding, appointments, and related personnel activities.
• Initiate and track requests for new hires, replacements and promotions in the Columbia HRCULES platform.
• Maintain oversight of clinical faculty appointments, credentialing, certifications, licenses, delineation of privileges, and malpractice roster reviews.
• Coordinate visa and immigration-related document tracking and renewal processes for eligible staff.
• Monitor compliance-related requirements and address credentialing or documentation gaps.
• Generate and maintain reports related to staffing, vacancies, appointments, and personnel actions.
• Ensure compliance with institutional policies and regulatory requirements.
• Conduct ad hoc analyses related to divisional operations, finances, research administration, and workforce planning.
• Collect, validate, and analyze data from multiple sources to support operational decision-making.
• Develop recurring and one-time reports, dashboards, and summaries for divisional leadership.
• Assist with budget monitoring, productivity tracking, and operational performance analyses.
• Identify trends, discrepancies, and opportunities for process improvement.
• Support special projects and strategic initiatives as assigned.
• Prepare presentations, reports, and supporting documentation for leadership meetings.

Skills

Analytical

Organizational skills

Problem-solving

Communication

Attention to detail

Confidentiality

Multi-tasking

Education

Bachelor's degree

Tools

Microsoft Excel

HRCULES platform

Job description

Grade 103

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,300 - $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 Division of Hematology and Oncology seeks a detail-oriented and analytical Administrative Operations Analyst to support a broad range of operational, financial, research administration, and personnel management functions. Reporting to divisional leadership, the Administrative Operations Analyst will play a key role in maintaining personnel data, facilitating faculty and staff transactions, monitoring compliance requirements, and performing ad hoc analyses that support divisional decision-making.

The ideal candidate is highly organized, possesses strong quantitative and problem-solving skills, and is comfortable managing multiple priorities in a fast-paced academic healthcare environment.

Responsibilities

Faculty and Staff Lifecycle Support

• Serve as liaison with Medicine Pod HR/FA team to facilitate recruitment, onboarding, appointments, and related personnel activities.
• Initiate and track requests for new hires, replacements and promotions in the Columbia HRCULES platform.
• Maintain oversight of clinical faculty appointments, credentialing, certifications, professional licenses, delineation of privileges, and malpractice roster reviews.
• Coordinate visa and immigration-related document tracking and renewal processes for eligible staff.
• Monitor compliance-related requirements and proactively address credentialing or documentation gaps.
• Generate and maintain reports related to staffing, vacancies, appointments, and personnel actions.
• Ensure compliance with institutional policies and applicable regulatory requirements.

Administrative Analysis and Reporting

• Conduct ad hoc analyses related to divisional operations, finances, research administration, and workforce planning.
• Collect, validate, and analyze data from multiple sources to support operational decision-making.
• Develop recurring and one-time reports, dashboards, and summaries for divisional leadership.
• Assist with budget monitoring, productivity tracking, and operational performance analyses.
• Identify trends, discrepancies, and opportunities for process improvement.
• Support special projects and strategic initiatives as assigned.
• Prepare presentations, reports, and supporting documentation for leadership meetings.

Perform additional related duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Proficiency in Microsoft Excel, including pivot tables, VLOOKUPs/XLOOKUPs, filtering, sorting, and basic data analysis.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and verbal communication skills.
• Demonstrated attention to detail and ability to maintain confidentiality.
• Ability to manage multiple projects and priorities simultaneously.

Preferred Qualifications

• Minimum of two (2) years of administrative, human resources, financial, operational, research administration, or related experience.
• Experience working in higher education, academic medicine, healthcare, or research environments.
• Familiarity with faculty affairs and academic appointment processes.
• Experience with HR information systems and reporting tools.
• Knowledge of visa and immigration tracking processes.
• Experience creating reports and analyzing large datasets.

Other Requirements

• Must successfully complete compliance and systems training requirements.

Equal Opportunity Employer / Disability / Veteran

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