Executive 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: $70,000.00 - $78,000.00

Position Summary

Partners with Pediatric Cardiology leadership (Academic Chief, Medical Chief, & Division Administrator)  in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals and objectives are accomplished on time.

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.

Responsibilities

• Serving as a Liaison between the division directors, Chair’s and Vice-Chair’s offices and various Columbia University Administrative and NYPH administrative offices.
• Providing calendar management and scheduling support for Pediatric Cardiology Leadership.
• Assist with EPIC scheduling for Division Chiefs and On-Call Schedule
• Makes travel arrangements and accommodations. Prepares travel reimbursements and expense reports.
• Assists in the planning and logistical arrangements for forums, conferences, seminars, meetings and/or visiting guests. Assist in the development and coordination of informational packets for participants. Transcribes and distributes minutes.
• Develops, updates and/or revises informational flyers, brochures, leaflets and mailings.
• Prepares and distributes agendas, meeting packets, presentations, and communications, and makes necessary arrangements.  
• Coordinating faculty dinners and recruitment.
• Processing and tracking expenses (e.g. Concur, FedEx, PCard) for Pediatric Cardiology.
• Assist with supply ordering.  
• Assist with website updates.
• Screens and prioritizes incoming mail for needed action and follow up. Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).
• Screens telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

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

Other Requirements

• Candidate must Successfully undergo a background check prior to receiving a final offer of employment. All background checks for administrative positions will be initiated centrally by the Columbia University Human Resources Background Check (BGC) Team. In compliance with New York City’s Fair Chance Act (Background checks are completed in two stages): The Pre-Offer: Verifies Education and Employment history Once employment and education credentials have been verified in a Pre-Offer Background Check, the University may extend an offer of employment. If the candidate accepts, the University then conducts a Post-Offer Criminal Background Check. The post-offer: includes criminal and sexual offender background checks.
• HIPAA Privacy and Security Essentials Training.

Equal Opportunity Employer / Disability / Veteran

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