The Administrative Coordinator will work under the supervision of the Department Administrator.
The incumbent will:
Serve as the primary Point of Contact (POC) for Faculty Recruitment for the Department: create itinerary for candidates, book hotel and lunch/dinner reservations, serve as liaison between Chair and Search Committee, coordinate conference room bookings, send notifications, process travel reimbursements for candidates.
Arrange candidate travel as advised
Follow-up on candidate meetings as directed
Gather materials for recruitment visits
Assist candidates during visits as directed
Research travel service options to optimize customer service for candidates as directed
Process all Faculty Recruitment expenses:
Create purchase order documents
Create expense log system to track expenses
Organize recruitment files in shared folder
Obtain backup documentation (receipts) for all recruitment reimbursement expenses
Prepare documents for Faculty Recruitment visits
Post all job advertisements in varying journals
Process RAPS checklist
Create template itineraries
Draft memos for search committee, department materials, and external reviews
Compile and track Candidate Evaluation Forms and create OneDrive folders for search committee members and search committee chair
Create seminar flyers and other marketing advertisements for visits
Meet and greet departmental recruitment visitors, seminar speakers and new recruits.
Answer phones, route calls and take messages.
Provide administrative support to the Chair.
Serve as main POC for departmental communications, and updating of the departmental website.
Perform other related duties as required.
Bachelor's degree, plus three years of related experience; or an equivalent combination of relevant education and experience.
Experience working in an academic medical center or scientific research environment.
Familiarity with Columbia financial systems or similar institutional IT systems.
Excellent oral/written communication, interpersonal, and organizational skills. Strong follow-up skills and ability to keep track of a long and complex to-do list in the face of tight deadlines and competing priorities.
Ability to work in a fast-paced and changing environment, take initiative, and demonstrate flexibility. Will be expected to work independently and make determinations as to when to escalate concerns. Must also work well as part of a team.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 504531
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.