Cardiology Research Operations Coordinator

Columbia University; New York (NY); On-site; USD 66,000 - 68,000; Full time

Job summary

Columbia University Administrative Coordinator role provides administrative and coordination support for clinical research studies, regulatory documentation, and departmental operations within an academic medical center environment.

The position supports study start-up, training, credential tracking, and purchasing, reporting to clinical research leadership, and collaborating with investigators, sponsors, and institutional partners.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 1 to 2 years of administrative, office coordination, healthcare, or related experience.
• Experience in healthcare, academic medical center, clinical research, or professional office setting.
• Familiarity with clinical research, research administration, or regulatory documentation processes.
• Experience coordinating meetings, maintaining records, tracking deadlines, or supporting project activities.

Responsibilities

• Provide administrative support to Clinical Research leadership and study teams, including scheduling meetings, managing calendars, preparing agendas, and documenting follow-up action items.
• Assist with drafting, formatting, and organizing correspondence, reports, presentations, and departmental materials.
• Support travel arrangements, purchasing requests, invoice processing, reimbursements, and other administrative activities in collaboration with departmental business offices.
• Assist with maintaining shared team calendars, contact lists, and departmental resources.
• Provide backup coverage for administrative support functions during staff absences or high-volume periods.
• Assist with administrative activities related to study start-up, study maintenance, and study closeout.
• Maintain organized electronic and paper files, including study administrative documents, shared trackers, and program records.
• Support maintenance of Investigator Site Files (ISF/eISF) and other study documentation under the direction of research and regulatory staff.
• Coordinate distribution of study-related training materials and track completion of required training activities.
• Maintain training records, documentation logs, and other compliance-related files.
• Assist with tracking staff credentials and required certifications under the direction of research leadership, including CVs, GCP, HSP, IATA training, professional licenses, and other required documentation.
• Support onboarding and offboarding activities by coordinating required paperwork, trainings, and access requests for research personnel.
• Serve as a point of contact for routine administrative communications among research staff, investigators, sponsors, CROs, and institutional departments.
• Coordinate meetings by scheduling sessions, preparing materials, distributing agendas, and tracking follow-up items.
• Assist in communicating updates, deadlines, and operational information to study teams and stakeholders.
• Support the use of approved organizational communication tools and ensure research-related information is handled in accordance with institutional privacy and security requirements.
• Assist with maintaining accurate, complete, and organized administrative and research-related records.
• Assist with organizing documentation and maintaining current records to support departmental compliance and documentation requirements.
• Maintain templates, trackers, and shared tools used to support research operations and compliance activities.
• Monitor routine documentation requirements and follow up with team members regarding missing or expiring records.
• Assist with administrative workflow improvement activities as assigned.
• Participate in departmental meetings, training activities, and professional development opportunities.
• Perform other related duties and responsibilities as assigned.

Skills

Administrative coordination

Customer service

Stakeholder engagement

Multitasking

Team collaboration

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Document management systems

Job description

Columbia University Administrative Coordinator role provides administrative and coordination support for clinical research studies, regulatory documentation, and departmental operations within an academic medical center environment.

The position supports study start-up, training, credential tracking, and purchasing, reporting to clinical research leadership, and collaborating with investigators, sponsors, and institutional partners.