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Administrative Assistant

Division of Scholarship & Rsch

Administrative Assistant

  • 532868
  • Medical Center
  • Division of Scholarship & Rsch
  • Full Time
  • Opening on: Dec 16 2022
  • Grade 103
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $60,000 - $65,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Administrative Assistant will provide general administrative support to a Research Faculty and a busy research team. 


  • Manage Faculty member’s calendar, including receiving and reviewing written, electronic and telephonic correspondence/messages and responding to general inquiries.
  • Assist faculty member and overall research team in preparing reports and presentations.
  • Interact with journal offices and assist in preparation of publications.
  • Provide administrative assistance with grant applications as assigned.
  • Plan and coordinate travel arrangements and preparing itineraries.
  • Create Travel and Business Expense Reports (TBERs) for reimbursement requests.
  • Prepare documentation for procurements of goods and services.
  • Coordinate logistics for various meetings, including arranging meeting sites, preparing related materials, contacting speakers & participants, etc.
  • Maintain updated and organized records & files.
  • Track vacation/time-off for research team, including receiving and organizing monthly timesheets for Faculty member’s signature.
  • Perform special projects and other duties as needed and assigned. 

This is a grant-funded position and employment is contingent upon continued funding.

Minimum Qualifications

  • Bachelor’s degree and at least two (2) years of related experience or equivalent in education, training, and experience. 

Preferred Qualifications

  • Prior experience in a medical center.
  • Strong team player who develops and maintains positive relationships with faculty and staff members.
  • Ability to take initiative and be a self-starter with excellent interpersonal and communication skills, both oral and written. 
  • Ability to work well under pressure in a fast-paced environment and be able to undertake multiple tasks, while constantly setting and reassessing priorities to meet deadlines. 
  • Must have a pleasant telephone and email manner with ability to take clear, concise messages and relay messages or route calls in a timely manner.
  • Highly organized and detail-oriented with a well-developed level of discretion and confidentiality. 
  • Solid database management skills and proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Endnote.

Equal Opportunity Employer / Disability / Veteran

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

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