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Administrative Assistant

  • Requisition no: 515317
  • Work type: Full Time
  • Location: Medical Center
  • School/Department: Division of Scholarship & Rsch
  • Grade: Grade 103
  • Categories: Research (Lab and Non-Lab), Administrative Support
  • Job Type: Officer of Administration
  • Regular/Temporary: Regular
  • Hours Per Week: 35

Position Summary

The Administrative Assistant will provide general administrative support to a Research Faculty and a busy research team. 


Specific responsibilities will include:  

  • Managing the Faculty member’s calendar.
  • Receiving and reviewing written, electronic and telephonic correspondence/messages and responding to general inquiries.
  • Assisting the faculty member and overall research team in preparing reports and presentations.
  • Interacting with journal offices and assisting in the preparation of publications.
  • Interacting with journal offices and assisting in the preparation of publications.
  • Providing administrative assistance with grant applications as assigned.
  • Planning and coordinating travel arrangements and preparing itineraries.
  • Creating Travel and Business Expense Reports (TBERs) for reimbursement requests.
  • Preparing documentation for the procurements of goods and services.
  • Coordinating the logistics for various meetings, including arranging meeting sites, preparing related materials, contacting speakers & participants, etc..
  • Maintaining updated and organized records & files.
  • Tracking vacation/time-off for the research team, including receiving monthly timesheets and organizing them for the Faculty member’s signature.
  • Performing special projects and other duties as needed and assigned.

Minimum Qualifications

  • Requires a bachelor’s degree and at least two (2) years of related experience or equivalent in education, training, and experience. 

Preferred Qualifications

  • Prior experience working in a medical center is preferred. 

Other Requirements

  • The Administrative Assistant will be a strong team player who develops and maintains positive relationships with faculty and staff members. S/He will have initiative and be a self-starter with excellent interpersonal and communication skills, both oral and written.  The successful incumbent will possess the ability to work well under pressure in a fast-paced environment and be able to undertake multiple tasks, while constantly setting and reassessing priorities to meet deadlines.   
  • The Administrative Assistant must have a pleasant telephone and email manner with the ability to take clear, concise messages and relay messages or route calls in a timely manner.  S/He will be highly organized and detail-oriented with a well-developed level of discretion and confidentiality.  The individual selected for this role will also have solid database management skills and proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Endnote.   

Equal Opportunity Employer / Disability / Veteran

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

Applications open: Eastern Daylight Time
Applications close:

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