The Department of Neurological Surgery is seeking to recruit an Executive Assistant. Working independently, s/he provides proactive, responsive and effective executive level support to the Chair, including but not limited to complex schedule management, travel management, meeting and conference management, using sound judgment in determining priorities. S/he is a gatekeeper for direct access to the Professor's time. S/he must be able to respond quickly to changing demands, new priorities, and schedule changes. S/he is also expected to be able to anticipate needs for correspondence and to be able to undertake basic communications independently. S/he maintains correspondence with individuals in a wide variety of fields and on a diverse array of topics.
Handle all travel arrangements on behalf of the Chairman, organizing itineraries, preparing travel reimbursements, and expense reports; maintain Chairman calendar, including coordinating and scheduling appointments (in-person and virtually), meetings, and conferences (with strong follow-up); prepare agenda, meeting materials, and communicate with meeting participants.
Assist the Chairman in clinical certification, hospital training and research training certification renewals as well as maintain up-to-date CV, NIH Biosketch and travel log per CUIMC and NIH guidelines
Handle all telephone calls coming into Chairman; Greet, screen, and direct visitors.
Facilitate the day-to-day administrative tasks of the Chairman office
Draft correspondence; prepare materials for meeting as needed
Expertly liaise with senior and administrative staff members and a wide variety of University and Hospital officials, faculty members, and external contacts.
Collect, distribute, and track incoming and outgoing office mail
Maintain and update faculty and staff databases
Assist in preparation of grant application materials, progress reports, and other special projects.
File correspondence, and other office materials.
Performs related duties & responsibilities as assigned/requested
Bachelor's degree or equivalent in education and experience, plus four years of related experience.
Excellent interpersonal skills. Detail oriented, well organized. Ability to exercise good judgment, work under pressure and deadlines, and carry out multiple tasks with minimal supervision required.
Highly motivated, willing to learn, proactive, and a strong customer service orientation; team oriented and able to work independently.
Experience working in higher education, healthcare, or other complex public institutions or environments.
Experience in neurosurgery, neurology, critical care, or emergency department care preferred. Candidate must have strong proficiency in: Microsoft Office (Word, Excel, and Outlook)
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 512308
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.