Administrative Coordinator - Columbia University in the City of New York : Job Details

* Job Type: Officer of Administration

* Bargaining Unit:

* Regular/Temporary: Regular

* End Date if Temporary:

* Hours Per Week: 35

* Standard Work Schedule:

* Building:

* Salary Range: $63,700 - $80,000

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

Reporting to the Director of Education with accountability to the Departmental Administrator, the Administrative Coordinator provides executive-level administrative support.

Responsibilities

* Work directly with Administrative Directors of both the Residency and Fellowship program by overseeing and directing day-to-day academic activities.

* Prepare memos and correspondence as needed

* Coordinate aspects of the residency and fellowship programs, including, but not limited to recruitment, maintaining schedules, and administration of in-training exam

* Manage/correspond and act as liaison between other core administrative units, divisions and centers within the department, Physicians and Surgeons, affiliated institutions and NYP.

* Assist in the preparation of lectures, slides and manuscripts.

* Coordinate meetings, conferences and recruitment interviews.

* Act as a liaison between faculty, other University departments, NYP and outside vendors.

* Coordinate, as directed, applications; prepare packages for incoming orientation; manage fellows conferences, distribute reading material; prepare and complete all needed documents at the conclusion of the program; facilitate intra-divisional communication among attendings, fellows/residents in day-to-day clinical activity

* Prepare other needed documents as directed.

* Ensure adherence to Department, CU and NYP policies and procedures.

* Serve as primary administrator for medical student rotations in the Department of Anesthesiology

* Communicate with students about course requirements, timing, expectations

* Facilitate onboarding of visiting students

* Work closely with course directors of medical student rotations to meet admin needs including website management (Oasis, Courseworks, SSOL)

* Facilitate Zoom meetings for medical students within courses

* Reserve rooms, create and distribute itineraries, track attendances for med students

* Collate visiting student applications

* Assist in graduation planning for residency and fellowship

* Assist with national reporting requirements for residency and fellowship to ACGME and the American Board of Anesthesiology

* Assist with annual program evaluation (APE) submission to NYP Graduate Medical Education

* Assist in coordination of social events and wellness activities

* Review and prioritize mail and correspondence

* All other duties and projects as assigned.

Minimum Qualifications

* Bachelor's degree or equivalent in education and experience plus 3 years of related experience

Preferred Qualifications

* Knowledge of medical terminology preferred

Other Requirements

Minimum computer skills:

* Experience with Microsoft Office applications a must

General skills:

Qualifications for candidates include but are not limited to the following:

* Experience as a high-level administrative assistant required.

* Ability to work under pressure and perform multiple tasks

* Solid organizational, communication and team-player skills, as well as well-developed levels of discretion and confidentiality required

* Ability to set priorities, meet deadlines and take initiative a must

* Must be detail-oriented and work independently

Equal Opportunity Employer / Disability / Veteran

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