• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $63,700 - $80,000

Position Summary

Reporting to the Director of Education with accountability to the Departmental Administrator, the Administrative Coordinator provides executive-level administrative support.

Responsibilities

• Work directly with Administrative Directors of both the Residency and Fellowship program by overseeing and directing day-to-day academic activities.
• Prepare memos and correspondence as needed
• Coordinate aspects of the residency and fellowship programs, including, but not limited to recruitment, maintaining schedules, and administration of in-training exam
• Manage/correspond and act as liaison between other core administrative units, divisions and centers within the department, Physicians and Surgeons, affiliated institutions and NYP.
• Assist in the preparation of lectures, slides and manuscripts.
• Coordinate meetings, conferences and recruitment interviews.
• Act as a liaison between faculty, other University departments, NYP and outside vendors.
• Coordinate, as directed, applications; prepare packages for incoming orientation; manage fellows conferences, distribute reading material; prepare and complete all needed documents at the conclusion of the program; facilitate intra-divisional communication among attendings, fellows/residents in day-to-day clinical activity
• Prepare other needed documents as directed.
• Ensure adherence to Department, CU and NYP policies and procedures.
• Serve as primary administrator for medical student rotations in the Department of Anesthesiology
• Communicate with students about course requirements, timing, expectations
• Facilitate onboarding of visiting students
• Work closely with course directors of medical student rotations to meet admin needs including website management (Oasis, Courseworks, SSOL)
• Facilitate Zoom meetings for medical students within courses
• Reserve rooms, create and distribute itineraries, track attendances for med students 
• Collate visiting student applications 

• Assist in graduation planning for residency and fellowship
• Assist with national reporting requirements for residency and fellowship to ACGME and the American Board of Anesthesiology
• Assist with annual program evaluation (APE) submission to NYP Graduate Medical Education
• Assist in coordination of social events and wellness activities 

• Review and prioritize mail and correspondence
• All other duties and projects as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience plus 3 years of related experience

Preferred Qualifications

• Knowledge of medical terminology preferred

Other Requirements

General skills:

Qualifications for candidates include but are not limited to the following:

• Experience as a high-level administrative assistant required.
• Ability to work under pressure and perform multiple tasks
• Solid organizational, communication and team-player skills, as well as well-developed levels of discretion and confidentiality required
• Ability to set priorities, meet deadlines and take initiative a must
• Must be detail-oriented and work independently 

Equal Opportunity Employer / Disability / Veteran

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