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Administrative Coordinator - General Medicine

  • Requisition no: 508872
  • Work type: Full Time
  • Location: Medical Center
  • School/Department: Medicine
  • Grade: Grade 104
  • Categories: Administrative Support, General Administration, Human Resources
  • Job Type: Officer of Administration
  • Regular/Temporary: Regular
  • Hours Per Week: 35
  • Salary Range: Commensurate with experience

Position Summary

The Administrative Coordinator will be responsible for supporting the faculty affairs and recruitment of the Division’s academic, research, and administrative personnel. S/he will plan and process HR appointments, re-appointments, new hires, credentialing, retention, and promotions. The coordinator will also work closely with the Administrative Assistant and other coordinators of the AIM Clinic and Hospitalist Program to schedule faculty interviews, deliver positive candidate experiences, and streamline HR onboarding. S/he will perform any related administrative duties as needed.


  • Work closely with the Department HR unit, the Divisional Administrator, and the Division Chief to ensure accurate and effective management of faculty and fellows credentialing and compliance.
  • Manage the recruitment, credentialing, appointment, onboarding and promotion processes for new faculty and staff hires, including Primary Care Practice clinical faculty, visitors, casual employees and students.
  • Assist with the annual recruitment, appointment and reappointment for an ACGME accredited Fellowship program.
  • Facilitate and generate necessary forms and paperwork for fellowship appointments and reappointments.
  • Maintain up to date and accurate appointments and recruitment log, proactively work with divisional personnel and faculty to address their hiring needs and requests.
  • Prepare and submit appointment packages, nomination forms, MCIC, pool reports, etc. and collaborates with the Department HR office.
  • Maintain faculty and personnel files and confidential information.
  • Work with the Office of International Affairs and Scholars Office on immigration/visa matters as needed. Utilize Columbia’s systems (TalentLink, RAPS, Cactus) and other School and department tools for personnel transactions and reporting.
  • Assist with AIM Clinic and Hospitalist Program for overall Institutional compliances.
  • Perform regular review of malpractice rosters, expiring credentials rosters, compliance rosters, and other divisional personnel data to ensure accuracy.
  • Coordinate with and cover for Administrative Assistant on any operational tasks such as developing complex interview days, escorting candidates, arranging travel dates for recruits, maintaining the division’s website, setting up research conferences, answering phones, scheduling rooms, ordering meals, booking calendar, and planning events.
  • Perform additional related duties and projects as assigned.

Minimum Qualifications

  • Bachelor's degree, or equivalent in education and experience, plus three years of related experience; Master's degree in related field would substitute for experience
  • At least two years of business management, Human Resources, operations, or related administrative experience
  • Experience or proven knowledge of human resources principles and processes
  • Proficiency with Microsoft Office programs including Word, Excel, Powerpoint
  • Expert level knowledge and experience with spreadsheets
  • Excellent interpersonal and verbal skills with professional phone and email manner
  • Attention to detail and strong analytical, communication, interpersonal, and organizational skills
  • Ability to work as a team player with faculty, PIs, and administrative staff
  • Must have initiative, discretion, and the ability to establish priorities and work under pressure with good judgment and with minimal or no supervision, and ability to take full responsibility for the work assigned
  • Must be able to meet strict deadlines
  • Ability to work with flexibility on several tasks simultaneously and to meet various concurrent deadlines
  • Ability to make independent judgments and to act on decisions on a daily basis

Preferred Qualifications

  • Past administrative role as administrative assistant, HR specialist, or coordinator in healthcare setting
  • Advanced knowledge of high-level spreadsheets (Microsoft Excel)

Other Requirements

  • Successful completion of applicable compliance and systems training requirements

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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