Administrative Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $70,000.00 - $75,000.00

Position Summary

The Administrative Coordinator provides high-level administrative and operational support to the Division of Clinical Genetics within the Department of Pediatrics. This role functions as a key partner to the Division Chief, supports the administration of the Clinical Genetics fellowship program, and provides oversight and coordination of clinic administrative staff. The position reports directly to the Division Administrator and requires strong organizational skills, discretion, and the ability to manage multiple priorities in a dynamic academic medical environment.

At CUIMC, we are leaders in teaching, research, and patient care and are proud of the service and support we provide to our community. We apply the same rigor in our commitment to fostering an inclusive, thriving community and caring for our employees and their loved ones. We offer immediate eligibility and invest in our employees’ families through comprehensive Health and Welfare, Employee Assistance, Tuition Programs, and Retirement Benefits.

Responsibilities

• Provide direct, high-level administrative support to the Division Chief, including complex calendar management, meeting coordination, and travel.
• Draft and manage correspondence, reports, presentations, and briefing materials on behalf of the Division Chief.
• Oversee inventory and purchasing to ensure adequate supplies.
• Coordinate Physician credentialing; maintain all Physician files/compliance regarding continuing education, annual health assessment, appointments and reappointments.
• Serve as a primary liaison for the Division Chief with internal and external stakeholders.
• Coordinate and advance divisional priorities, including strategic initiatives, leadership activities, and special projects.
• Process payments, invoices, CONCUR Travel/Business Expense Reports, and purchase orders, including lab purchases. Follow through with purchasing process in collaboration with the department's Procurement Office.
• Support division education/training activities and clinic operations as needed, including scheduling, onboarding, and communications.
• Assist with maintaining documentation and supporting compliance with institutional and accreditation requirements for the fellowship program.
• Contribute to operational efficiency and process improvement efforts across the division; perform related duties as assigned.
• Preforms related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience required; plus three years of related experience.

Preferred Qualifications

• 3–5 years of administrative experience, preferably in an academic medical or healthcare setting. 
• Experience supporting senior leadership and/or GME programs strongly preferred. 
• Word processing, basic Excel, data entry and other applications as required. 
• Apply strong interpersonal and empathy skills when communicating with providers and healthcare workers in the organization. 
• This role requires strong organizational skills and attention to detail. 
• Preforms related duties & responsibilities as assigned/requested.

Other Requirements

• Experience in graduate medical education (GME) administration. 
• Familiarity with clinical operations and patient scheduling workflows. 
• Demonstrated ability to lead or supervise administrative staff. 
• Process improvement mindset with attention to detail. 

Equal Opportunity Employer / Disability / Veteran

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