Advertised Summary Job Description: Reporting to the Executive Assistant to the Chairman and the Department Administrator/CFO, the Administrative Assistant 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. This position supports the office of the Chairman and Vice Chairman in the Department of Neurology at Columbia University.
Job responsibilities will include, but not limited to providing executive-level support for Chairman (secondary support), Vice Chairman, Department Administrator/CFO and others as assigned. The job involves resolving problems independently, relieving them of matters of detail, drafts, and initiating correspondence; coordinating and assisting in gathering resource information for meetings and presentations and preparing reports and presentation materials; managing calendars, using sound judgment in determining priorities; screening all incoming calls, mail and visitors; and handling or redirecting contacts and communications not requiring the immediate and personal attention of the senior staff. The incumbent will also act as liaison between the administrative office and other departments within the hospital/university and other institutions; maintain confidential files; prepare financial expenditure reports and monitoring for timely processing; take and manage manuscripts, journals and manage correspondence; schedule meetings, conferences and appointments, advising attending parties of subject matter and providing required material; preparation of events schedule for Chairman's weekly newsletter; provide administrative support for departmental Grand Rounds; assist with organizing conferences and events, including travel arrangements. The Administrative Assistant will also be responsible for investigating and obtaining explanations of problematic situations and discrepancies, maintaining follow up on important projects and assignments; ensuring adequate supplies; and working with faculty, and staff to provide information as needed.
Other duties as assigned.
General Minimum Qualifications: Requires a bachelor's degree or equivalent in education, training and experience, plus two years of related experience.
Additional Specific Minimum Qualifications: Applicant MUST meet these minimum qualifications to be considered an applicant:
Must have midlevel to advanced skills in the use of MS Office (Word, Excel, PowerPoint, Outlook) and other technologies. Attention to detail is of the utmost importance, professional demeanor required.
The ideal candidate will have had administrative support experience at the executive level. Must be able to communicate clearly both in written and verbal phone. Must be able to manage multiple activities and deadlines and keep organized records of activities.
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_172946
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.