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: $77,000 - $82,000

Position Summary

The Vagelos College of Physicians and Surgeons (VP&S) Office for Research aims to facilitate the highest caliber of biomedical research, working across departments, centers, and institutes. Reporting to the Administrative Manager, the Administrative Assistant provides independent administrative and operational support for assigned Office for Research and Vagelos Institute’s Biomedical Research Education (VIBRE) leaders, committees, and programs. In additional to serving as the primary administrative partner faculty leaders, the administrative assistant will support office operations, onboarding, events, purchasing and reimbursements; and communications; and will be cross-trained in critical functions. The Administrative Assistant manages an assigned portfolio with initiative while following priorities, procedures, and coverage plans established by the Administrative Manager. This position is an exciting opportunity to join a dynamic team supporting the medical school's research mission.

Responsibilities

Executive and Leadership Support (35%)

• Provide primary administrative support to the research and VIBRE leadership plus other leaders as assigned by the Administrative Manager.
• Manage calendars, schedule meetings, resolve routine conflicts, coordinate travel, and prepare invitations, agendas, materials, reminders, and follow-up.
• Respond to and route correspondence and requests with professionalism, discretion, accuracy, and timely follow-through.
• Serve as trained backup for calendar, meetings, and other leadership support assigned to the Administrative Manager.

Committee and Program Administration (20%)

• Serve as primary administrative coordinator for the select committees overseen by the VP&S Office for research and VIBRE.
• Coordinate schedules, invitations, attendance, membership rosters, agendas, materials, minutes or action records, records retention, logistics, and follow-up.
• Serve as backup for committees supported by the Administrative Manager.

Purchasing, Reimbursements, and Financial Administration (20%)

• Process routine purchasing requests, requisitions, invoices, P-Card transactions, memberships, and reimbursements accurately and on schedule.
• Prepare and process Concur expense reports and coordinate vendor onboarding and PaymentWorks documentation.
• Maintain transaction records and trackers; follow up with vendors, requestors, Finance, Procurement, and University offices on outstanding items.
• Escalate exceptions, sensitive matters, policy questions, and complex transactions to the Administrative Manager.

  Office Operations and Staff Support (15%)

• Coordinate day-to-day office supplies, conference rooms, shared calendars, contact lists, records, inventories, facilities, IT, telecommunications, equipment, and access requests.

• Coordinate onboarding and offboarding logistics, including workspaces, equipment, systems access, orientation schedules, and administrative checklists.
• Support office moves, hybrid meeting technology, visitor logistics, and continuity of shared administrative resources.
• Maintain organized electronic files and follow established naming, access, retention, and confidentiality practices.

Events, Communications, and Projects (10%)

• Coordinate logistics for meetings, seminars, retreats, recruitment visits, symposia, speakers, and other events, including rooms, catering, technology, travel, vendors, and materials.
• Draft routine office communications and announcements; maintain assigned distribution lists, shared documents, and office information.
• Maintain project and deadline trackers and support special initiatives assigned by the Administrative Manager.

Performs other duties as assigned.

This is a hybrid position; the frequency and schedule of on-site work may vary based on operational and office needs.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience 

Preferred Qualifications

• One to two years of related experience
• Experience in higher education, academic medicine, research administration, or another large, complex organization.
• Experience with Columbia systems and administrative processes, including ARC, Concur, PAC, Marketplace, and related procurement or HR tools.

Other Requirements

• Excellent written and verbal communication, organization, customer service, follow-through, and attention to detail.
• Ability to handle confidential information with sound judgment and discretion.
• Ability to coordinate complex schedules, organize multiple assignments, adapt to changing priorities, and meet deadlines in a fast-paced environment.
• Demonstrated initiative, problem-solving ability, professionalism, self-awareness, and commitment to teamwork.
• Strong proficiency with Microsoft Outlook, Word, Excel, and PowerPoint; experience with high-volume calendaring and ability to learn new systems.
• Flexibility to work outside standard business hours when events or urgent business needs require it.

Equal Opportunity Employer / Disability / Veteran

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