Administrative Coordinator
Columbia University 299 reviews - New York, NY
Full-time, Temporary

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Medical Center

Job Type

Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Job Family

General Administration

Salary Grade

Officer 103

Salary Range

Advertised Summary Job Description

Reporting to the Director, Administrator and Practice Manager, the Administrative Coordinator will support the administrative and academic functions of the Division of Family Planning and Preventive Services. Additionally, the incumbent will manage the daily functions of the Family Planning Fellowship Program and assist with private practice related tasks as needed. Duties will include performing personalized and confidential administrative duties with discretion and independent judgment and interfacing with faculty and staff members and a wide array of University and Hospital offices, corporations, and government agencies. Additional job responsibilities include, but are not limited to providing executive-level support; resolving problems independently; relieving the Director and Administrator of matters of details and drafts, initiating correspondence; managing calendars, using sound judgment in determining priorities and overseeing all engagements and travel schedules; screening all incoming calls, sorting mail, greeting visitors and handling or redirecting contacts and communications not requiring immediate and personal attention of the Director and Administrator. Education (Fellowship & Medical Students) related tasks: He/She will be tasked with overseeing the fellowship application process; coordinating fellowship interviews; setting-up welcome folders, ordering food and coordinating schedule for fellow applicants interview day; processing check requests for applicants with travel claims; coordinating new fellow orientation; serving as first point of contact for fellows needs; scheduling site visits as needed; and assisting with the annual fellowship report Practice related tasks: The incumbent will provide back-up for practice office staff. Job responsibilities include, but are not limited to, answering and triaging calls; scheduling and confirming patient appointments; overseeing inventory and maintaining purchasing to ensure adequate supplies; precertifying patient visits and procedures; create and mailing negative results and referral letters; attending practice meetings biweekly and send out meeting minutes; assisting with the creation and maintaining monthly schedule; sending on-call schedule to the answering service; and assisting with other practice related tasks as needed Administrative related tasks: He/She will investigate and obtain explanations of problematic situations and discrepancies; maintaining follow-up on important projects and assignments; overseeing inventory and maintaining purchasing for the division to ensure adequate supplies; receiving, editing and submitting travel reimbursements; paying invoices; setting-up consultants in the system; performing account reconciliations; submitting SENTACT requests; tracking staff vacation time; submitting IT requests; maintaining paper and electronic division bibliography; serving as petty cash box custodian for the division; facilitating paper file archiving; formatting and submitting manuscripts to journals as needed; updating staff CVs and biosketches; helping with the creation of documents/posters as needed; and working with faculty and staff to provide information as needed.

Minimum Qualifications for Grade Applicant MUST meet these minimum qualifications to be considered an applicant

Requires a bachelor's degree or equivalent in education, training and experience, plus two years of related experience.

Additional Position-Specific Minimum Qualifications Applicant MUST meet these minimum qualifications to be considered an applicant

Demonstrated success in establishing and managing office operations and managing multiple priorities as needed. Excellent organizational, interpersonal and written/oral communication skills required. Proficiency in work processing (Word, Excel and Powerpoint). Ability to exercise a high degree of diplomacy, discretion, and problem skills needed. Ability to work in fast-paced hectic environment.

Preferred Qualifications

Special Instructions

Special Indications This position works with:
HIPAA Compliance training required


Participation in Medical Surveillance required


What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date


Requisition Close Date

Open Until Filled

Quick Link

EEO Statement

Columbia University is an Equal Opportunity/Affirmative Action employer.

Local Hiring

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

About this company
299 reviews