CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: 58,500 - 60,000

Position Summary

The Department of Obstetrics and Gynecology is seeking an Administrative Assistant to join our team in a full-time, on-site position. The Administrative Assistant, under direction, provides direct administrative support to high level administrators; drafts and prepares correspondence and communications, scans documents, organizes meetings, schedules appointments, manages complex calendars and coordinates travel arrangements. Additionally, the assistant will process travel reimbursements and other expenses, assist with the creation of PowerPoint presentations, update CVs, and handle other special projects. They will provide a high level of customer service by effectively dealing with faculty, staff, and vendors. The administrative assistant will maintain confidentiality in handling and processing confidential information and data. They will directly support the Vice Chair for Quality and Patient Safety, the Chief of Obstetrics & Gynecology, and the Administrative Director of Research. Additionally, they will provide support for other faculty and staff as needed.

Responsibilities

Specific Responsibilities:

• Serve as point person for all incoming guests (staff, faculty, vendors, etc.). Identify and direct non-routine inquiries to appropriate office personnel as needed.
• Answer phones, screen calls, take messages, respond to inquiries.
• Receive, track and distributes incoming and outgoing mail; sort and triage as needed.
• Provide direct administrative support for multiple executives; manages academic and clinical calendars, coordinate meetings, process expenses, and make travel arrangements.
• Reconcile and lead the P-Card transaction process to ensure all the transactions comply with university procedures.
• Manage Facilities Management and IT ticket submission requests for repairs and office improvements, contributing to the overall upkeep and maintenance of office, furnishings, telephone, and equipment (fax machine, copier).
• Oversee the management of the Ob/Gyn conference rooms (i.e., confirm reservations, submit catering requests, request IT support, etc.)
• Contribute to the support of events, programs, and projects for the department of Ob/Gyn.
• Provide administrative support for other faculty and staff as directed.
• Serve as back up support for other chair suite office administrative team members during PTO.
• Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience.
• Demonstrated experience and proficiency with Microsoft Office suite including Word, Excel, PowerPoint, and Outlook.

Preferred Qualifications

• Highly organized, with the ability to juggle multiple, competing priorities in a fast paced, complex environment with limited supervision.
• Excellent interpersonal, written, and verbal communications skills.
• Ability to interact effectively with staff and management at all organizational levels.
• Strong time management skills, including the ability to multitask.
• Ability to communicate clearly and accurately in a pleasant, courteous manner with both internal and external contacts. 

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds.

We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

Equal Opportunity Employer / Disability / Veteran

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