Advertised Summary Job Description: Reporting to the Vice Chair of Neurology and Chief of the Division of Critical Care and Hospitalist Neurology, with dotted line reporting to the Chief Administrative Officer, the Administrative Coordinator (NICU) will perform personalized and confidential administrative duties with discretion and independent judgment and interface with senior and administrative staff members and a wide array of University and Hospital offices, faculty members, corporations, and government agencies.
Duties will include but are not limited to:
Update and maintain contact lists and calendar; Coordinate internal and external meetings and travel arrangements, schedule appointments, and create itineraries for the divisional members; Scheduling and arranging conference calls; Open, sort, and deliver mail; Track and order office supplies. On a divisional level, provide fellowship, elective rotation and observership program support, including managing applications, interview scheduling and onboarding.
Additionally this position will act as the single point of contact for moonlighting, nursing, fellows and divisional schedules. Responsible for verifying and processing moonlighting invoices.
Assist the divisional members with conference planning and fund raising endeavors, including preparation of itineraries and agendas for events; Provide administrative support for clinical care and clinical research not managed by other staff members; Communicating across departments and divisions to carry out the functions of the division; and proof-reading and editing communication correspondence (such as letters, e-mail, and other), as well as manuscripts for scientific publication, letters, progress reports, grant reviews and book chapters. Assist divisional staff with making travel arrangements and travel and business expense reports.
S/he will also prepare drafts, narratives and other routine communication, conduct literature and other searches, assimilate data, prepare summaries and/or reports, and perform reconciliations of reports or related items as required. Maintenance of any and all calendars, responsible for supporting the Division Chief and all of the activities s/he manages. The successful candidate will be detail oriented, highly organized and possess excellent communication skills both written and verbal. Submit and manage work orders submitted to facilities and EVS. Manage conference room schedules for both Neuro conference rooms on Milstein 8.
Other related duties and/or special projects as assigned/required.
General Minimum Qualifications: Applicant MUST meet these minimum qualifications to be considered an applicant, Bachelor's Degree or the equivalent in education, training and experience plus a minimum of three years of related experience.
Additional Specific Minimum Qualifications: Applicant MUST meet these minimum qualifications to be considered an applicant- MS Word, Excel and Outlook proficient.
Excellent interpersonal skills, oral and written communication skills; ability to prioritize with multiple assignments.
Preferred Qualifications: Master's degree in public health or business. Experience in editing and grant preparation a plus. Knowledge of medical/scientific/technical terminology a plus. Prior Neurology experience a plus.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_167451
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.