The Administrative Coordinator will be responsible for supporting the faculty affairs and recruitment of the Division's academic, research, and administrative personnel. S/he will plan and process HR appointments, re-appointments, new hires, credentialing, retention, and promotions. The coordinator will also work closely with the Administrative Assistant and other coordinators of the AIM Clinic and Hospitalist Program to schedule faculty interviews, deliver positive candidate experiences, and streamline HR onboarding. S/he will perform any related administrative duties as needed.
Work closely with the Department HR unit, the Divisional Administrator, and the Division Chief to ensure accurate and effective management of faculty and fellows credentialing and compliance.
Manage the recruitment, credentialing, appointment, onboarding and promotion processes for new faculty and staff hires, including Primary Care Practice clinical faculty, visitors, casual employees and students.
Assist with the annual recruitment, appointment and reappointment for an ACGME accredited Fellowship program.
Facilitate and generate necessary forms and paperwork for fellowship appointments and reappointments.
Maintain up to date and accurate appointments and recruitment log, proactively work with divisional personnel and faculty to address their hiring needs and requests.
Prepare and submit appointment packages, nomination forms, MCIC, pool reports, etc. and collaborates with the Department HR office.
Maintain faculty and personnel files and confidential information.
Work with the Office of International Affairs and Scholars Office on immigration/visa matters as needed. Utilize Columbia's systems (TalentLink, RAPS, Cactus) and other School and department tools for personnel transactions and reporting.
Assist with AIM Clinic and Hospitalist Program for overall Institutional compliances.
Perform regular review of malpractice rosters, expiring credentials rosters, compliance rosters, and other divisional personnel data to ensure accuracy.
Coordinate with and cover for Administrative Assistant on any operational tasks such as developing complex interview days, escorting candidates, arranging travel dates for recruits, maintaining the division's website, setting up research conferences, answering phones, scheduling rooms, ordering meals, booking calendar, and planning events.
Perform additional related duties and projects as assigned.
Bachelor's degree, or equivalent in education and experience, plus three years of related experience; Master's degree in related field would substitute for experience
At least two years of business management, Human Resources, operations, or related administrative experience
Experience or proven knowledge of human resources principles and processes
Proficiency with Microsoft Office programs including Word, Excel, PowerPoint
Expert level knowledge and experience with spreadsheets
Excellent interpersonal and verbal skills with professional phone and email manner
Attention to detail and strong analytical, communication, interpersonal, and organizational skills
Ability to work as a team player with faculty, PIs, and administrative staff
Must have initiative, discretion, and the ability to establish priorities and work under pressure with good judgment and with minimal or no supervision, and ability to take full responsibility for the work assigned
Must be able to meet strict deadlines
Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines
Ability to make independent judgments and to act on decisions on a daily basis
Past administrative role as administrative assistant, HR specialist, or coordinator in healthcare setting
Advanced knowledge of high-level spreadsheets (Microsoft Excel)
Successful completion of applicable compliance and systems training requirements
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 514150
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.