Administrative Assistant II

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $67,300.00 - $75,000.00

Position Summary

The Department of Pediatrics is seeking an Administrative Assistant II to join our team in a full time position within the executive support team for the Department. 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. We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases. Our Residency, Fellowship and Graduate programs are among the best in the Nation. Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside. This position will support the department by providing administrative support to our Central Executive team.

Subject to business needs, we may support flexible and hybrid work arrangements, but this position will be primarily on-site. Options will be discussed during the interview process.

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

• Manages and coordinates a highly complex schedule of meetings and travel; ensures the Department Administrator & Executive Vice Chair & other senior leaders are prepared for meetings, events and other engagements.
• Reviews and drafts correspondence and maintains database of contacts and other relevant information.
• Prepares a wide range of sensitive correspondence and/or presentations for the senior leaders, both electronic and in print. Screens, edits and drafts communications, emails, and other correspondence and documents.
• Reviews and prioritizes the correspondence for review; and uses independent judgment and initiative to ensure a timely response.
• Resolving problems independently, relieving the Department leadership of matters of detail, drafts, and initiating correspondence.
• Manages the day-to-day logistics of the Central Administration including office supply and facility management.  Assists with requests and should serve as an "information resource"   with pediatric divisions and their respective leaders.
• Responsible for a wide range of day-to-day managerial, organizational and operational support, and serves as a key communications link on behalf of the Departmental Administrator & other senior leaders.
• Provides logistical support and may take the lead/assist with special events as assigned by the Departmental Administrator.
• Serves as the administrative face of the Chair’s Office – represents Senior Department Leadership, including Chair in a professional manner in all interactions with patients, staff, and other leadership at CU and NYP.
• Provide cross coverage for the Chair's Executive Assistant when needed and actively participates in the Team atmosphere of the Central Administrative Executive Office.
• Assists with general office management.
• 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

• Administrative experience with excellent writing, proofreading and oral communication skills
• Strong computer skills: MS Word, Excel, Powerpoint, Outlook, Adobe, Internet searches
• Strong interpersonal and organization skills required, as well as the ability to exercise initiative and judgment.
• Must possess the ability to handle multiple projects simultaneously and prioritize tasks while maintaining responsibility for timely execution.

Equal Opportunity Employer / Disability / Veteran

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