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Administrative Assistant

Population and Family Health

Administrative Assistant

  • 531509
  • Medical Center
  • Population and Family Health
  • Part Time
  • Opening on: Dec 6 2022
  • Grade 103
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 21
  • Salary Range: 35,100 – 40,000
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 Heilbrunn Department of Population and Family Health, Mailman School of Public Health seeks and part-time Administrative Assistant.  The Administrative Assistant will be responsible for providing support to the Program on Forced Migration and Health (PFMH), duties include:

Oversee administrative aspects of the PFMH, including the recruitment, hiring and supervision of student employees and other administrative staff.

Work with the Department's academic administrator to ensure teaching assistants are assigned to PFMH faculty/courses, and that they are performing their duties in a satisfactory manner. Organize and oversee TA and administrative staff meetings on a biweekly basis. Meet with staff individually as needed.

Support PFMH events, including speaker's series, alumni gatherings, and student lead events. Ensure administrative, logistical and financial aspects of these events run smoothly.

Manage and reconcile budgets for PFMH programs including student hires payroll.

Coordinate hiring of vendors and consultants; work with vendors in acquiring all necessary documentation and submit documents to purchasing department, ensuring contracts are drawn. Follow-up with vendors and consultants on matters of payment; work with the department's Junior Accountant to ensure that program invoices are processed and paid.

Review and assist with processing faculty and staff travel and expense reports for submission via Concur.

Coordinating with students, communications and technical support as needed to maintain and update the PFMH website and maintain PFMH social media channels, and alumni communications.  

Providing administrative support to PFMH initiatives, including RAISE and CPC, as needed for convening’s, travel, and special events.

Liaise with Office of Field Practice for PHHA practicum travel policy and procedures.

Manage the PFMH Director calendar, as needed, along with arranging travel.  

Other duties as assigned



  • Oversee PFMH student hires-20%

    Support PFMH events-20%

    Manage and reconcile budgets-15%

    Coordinate hiring of vendors and consultants-10%

    Assist with faculty and staff travel expense reports-10%

    Maintain and update the website-10%

    Manage the Director’s calendar & arrange travel-10%

    Other related duties as assigned-5%

Minimum Qualifications

  • Bachelor's degree required, and three years of related experience.
  • Computer literate with proficiency in MS Office software, including Excel and Word
  • Excellent communication, organizational and interpersonal skills
  • Ability to undertake multiple tasks, constantly set and reassess priorities to meet deadlines
  • Well-developed level of discretion and confidentiality

Preferred Qualifications

  • Prior experience with FFE, Concur, and Accounting & Reporting at Columbia (ARC).
  • Knowledge of Columbia purchasing policies and Uniform Guidance regulations.
  • Service oriented background


Equal Opportunity Employer / Disability / Veteran

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

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