Administrative Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $66,300 - $66,300

Position Summary

The Department of Pediatrics is seeking an Administrative Assistant to join our team in a full-time position to work within the division of Pediatric-Hematology, Oncology & Stem Cell Transplantation. Columbia University Irving Medical Center’s Department of Pediatrics is a world leader in providing care for children. Our mission areas include Healthcare, Education and Research. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside. We also have a robust cadre of clinical trials available to our patients. This position will support the Division by providing administrative support to our Faculty, Administrators and Team.

At CUIMC, we are leaders in teaching, research, and patient care and are proud of the service and support we provide to our community. Columbia University offers a range of benefits to help you, and your dependents stay healthy, build long-term financial security, meet educational and professional goals, and more. Explore your options for Health and Welfare, Employee Assistance, Tuition Programs, and Retirement Benefits.

“Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process”

Responsibilities

• Maintain and update for the Division Staff Directory and listservs.
• In coordination with practice manager upload and update clinical schedules for Division utilizing the Am I On system.
• Assist DA with Human Resources tasks such as timesheets and tracking of time away for staff and faculty, Set Up interviews for potential staff members, onboarding of new employees.  In addition work with practice manager on credentialing and insurance packets for Division.
• Maintain inventory for the Division of supplies, ricoh copiers, water etc.
• Phone Coverage, provide phone coverage for Division as needed by DA or Practice Manager.
• Send Telemed daily lunch schedule and Retrieve AM and Lunch messages from Telemed portal.
• Transfer of phones daily based on schedule.
• Oversee Conference Room for the Division, entails book & maintain calendar, conference room & microscope in the conference room.

IT for the Division

• Place orders for new and damaged equipment for the Division and be responsible for doing inventory of IT equipment.
• Submit tickets for appointments to be scheduled and troubleshooting IT issues for Divisional staff.

Facilities for all Divisional Spaces

• Create work orders for updates to Divisional space, inclusive of ordering of furniture, orders for painting, moving of telephone lines, moving of IT equipment, submission for tickets for port access, all items related to upkeep of office space.
• Submits tickets for any broken items/repairs for the Division.
• Act as admin support to Division Administrator, Practice Manager, CTO Manager and Faculty as assigned.

Grants

• Assist DA and PI with grant applications and Assist PI with bio sketches.
• Assist DA in finding funding opportunities for faculty to apply too. 

Finance for the Division

• Travel Arrangements for the Division
• ARC - Process for the Division - TBERS for Faculty & Staff, Invoices, Purchase
• Orders, Create New PO/Invoices, Change Orders.
• PCard - Reconcile and use for purchases in compliance with CUIMC policies
• Submission of Payment for PO's - ie GRM, Telemed, Unitex, Morgan Storage etc and based on need of new vendors.
• Deposit CUIMC FPO Co-Payments to Chase Bank & Department Checks Into ARC through Dept Finance Team.
• Business Cards - order for Faculty & Staff in the Division.
• FedEx - reconcile and payment account for Division and Order FedEx supplies.
• Nestle Water - order and reconcile payments for the Division.
• Staple Orders - order and reconcile payments for the Division.
• Lab Coat Orders for the Faculty & Staff, maintain account.
• Purchases as denoted for lab needs or at the need of the Division.
• Requests will be made based on need by DA or Division Chief as needed for the operations of the Division.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent and experience required.

Preferred Qualifications

• Two years of related experience.

Other Requirements

• Employment is contingent upon successful completion of pre-offer and post-offer background checks in accordance with NYC’s Fair Chance Act. Depending on the position, a drug screening and other verifications may be required.
• Must successfully complete applicable compliance and systems trainings requirements.
  • HIPAA Privacy and Security Essentials Training.

Equal Opportunity Employer / Disability / Veteran

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