Reporting to the Chief of Staff for the Dean's Office, the Administrative Assistant is responsible for overall front office activities for the office of the Chief Executive and Dean of Columbia University Medical Center. The incumbent will interact with executives, faculty, and staff at all levels, providing assistance and maintaining discretion and confidentiality at all times. The incumbent must exercise excellent judgment; be able to multitask and prioritize under pressure; and handle complex, time-sensitive requests expeditiously. The incumbent must have excellent attention to detail and maintain high level of accuracy and professionalism in all matters.
Responsibilities include, but are not limited to, the following:
- Provide support to the executive support staff and senior executive officers - Manage conference room calendars and bookings; track, confirm, follow-up, and assist with prioritization of requests - Handle incoming calls; greet and direct visitors; sort, log, and distribute mail and interoffice documents - Assist with organizing and coordinating meetings for Dean's Office executives - Provide administrative support as needed for complex, deadline-driven projects, including: editorial assistance with manuscripts and related texts; tracking and logging journal subscriptions; scheduling meetings; arranging travel plans, itineraries, and agendas; coordinating venue reservations, catering, and AV; tracking and managing RSVPs; assisting with preparation of correspondence and materials; tracking and handling reimbursements and expenses; compiling documents and materials in preparation for meetings; copying, scanning, and printing documents.
Additionally, the Administrative Assistant will assist with overall office activities, including maintenance of databases with up-to-date contact and title information for faculty; preparation of templates for letters, labels, and correspondence; and logistical support for other projects and events as requested. The incumbent will also perform other related duties as assigned.
Requires a bachelor's degree or equivalent in education and experience, plus three years of related experience in administrative support for an executive office in an academic medical center, university setting, or similar environment.
Applicants are required to include a cover letter highlighting qualifications relevant to the specific position.
Outstanding verbal and written communication skills, organizational skills, and attention to detail are required. Demonstrated ability to take direction and follow instructions carefully, with the ability to work independently. Must have the ability to coordinate difficult schedules; adapt to various competing demands; prioritize and handle conflicting needs and multiple assignments; and work with diplomacy and efficiency in a highly pressured, fast-paced, deadline-driven environment. Must be able to follow-through on projects to successful completion. Must have the demonstrated ability to be proactive, problem-solve, and maintain composure under pressure.
Must have excellent interpersonal skills, strong self-awareness and be a team player. Must have a pleasant, professional demeanor and the ability to interact effectively with a wide variety of people. Proven ability to maintain confidentiality and discretion while supporting senior management and staff. Must have the demonstrated ability to offer the highest level of customer/client service and response to personnel at all levels.
Because the Executive Office is open from 7am to 7pm, the work schedule for this position may vary. Candidates must have the flexibility to work within this time frame during a 35-hr work week, with the willingness to work some extended hours when required.
Strong knowledge of and proficiency with Microsoft Office programs, including Outlook, Word, Excel, PowerPoint, Adobe; experience with heavy calendaring; ability to perform moderately complex internet research.
Candidates must have the flexibility to work extended hours when required.
Experience working in an academic institution or fast-paced clinical environment a plus. Experience with editorial assistance is a plus. Previous experience supporting a C-level office is preferred.
Type other requirements and/or special indicators if CUIMC
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 501951
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.