Administrative Assistant
- Requisition no: 535916
- Work type: Full Time
- Location: Medical Center
- School/Department: Pediatrics
- Grade: Grade 103
- Categories: Administrative Support
- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Salary Range: $58,500-$65,000
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 Assistant to join our team in a full-time position to work within the division of Pediatrics. Columbia University Irving Medical Center’s Department of Pediatrics is a world leader in providing care for children. Our mission areas include Healthcare, Education, and Research. We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases. Our Residency, Fellowship and Graduate programs are among the best in the Nation. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside. We also have several active Clinical trials available to our patients. This position will support the department by providing support to the Director/Principal Investigator (PI) and Program Manager of the Nurture Science Program and Covid-19 Mother Baby Outcomes(COMBO). Provides comprehensive administrative services and routine duties of a responsible and discretionary nature to our Team.
"Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process".
Responsibilities
- Collaborate with the Program Manager to process day-to-day activities and tasks of the Director/ Principal Investigator.
- Meet regularly with the Director/Principal Investigator, and Program Manager concerning daily assignments and progress on requests.
- Prioritize own tasks for the day and the week based on the needs of the Director.
- Create, maintain, and update records and submissions, spreadsheets, and databases including contact lists of lab members by Principal Investigator.
- Coordinate meetings, interviews, visitors, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation/lodging.
- Provide cross-coverage for other staff members for vacations, etc., and during variations in the workflow.
- Provide operational support: maintain/order supplies; manage room turnover; liaise with facilities management.
- Process Travel and Business Expense reimbursements.
- Initiate purchasing and change orders as needed and process submission of vendor ID requests in the purchasing system and follow-up of completion.
- Meet, greet, assist, and direct participants; screen and answer all incoming calls, emails, and correspondence; manage reservations, and process reservations.
- Translate short documents.
- Performs related duties & responsibilities as assigned/requested.
Minimum Qualifications
- Bachelor’s degree or equivalent in education and experience required; plus two years of related experience.
Preferred Qualifications
- Bilingual , Spanish (Fluency in reading and writing).
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.