• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $72,000 - $85,000

Position Summary

The Administrative Coordinator plays a vital role in supporting the day-to-day administrative and academic operations of the Orthopedic Surgery Spine Division. This position requires a high degree of professionalism, discretion, and initiative. The coordinator will manage complex scheduling, communications, and operational processes, ensuring seamless support for faculty, staff, and patients. The role demands exceptional organizational skills, the ability to multitask in a fast-paced environment, and the capability to handle sensitive and confidential information with discretion. The Administrative Coordinator will also lead administrative team members and contribute to division-wide initiatives and programs.

Responsibilities

• Oversee the daily administrative operations of the Spine Division to ensure optimal efficiency and compliance with institutional policies.
• Serve as the primary administrative point of contact for internal and external stakeholders, including faculty, clinical staff, patients, and visitors.
• Answer and manage a high volume of incoming phone calls professionally and route them appropriately.
• Manage and reconcile Division P-Card transactions and oversee procurement of office supplies.
• Serve as Team Lead for administrative staff, providing guidance, oversight, and daily task coordination.
• Train and onboard new administrative team members; work with leadership to ensure proper orientation and support.
• Screen applicants for administrative positions and make recommendations for hiring decisions.
• Collaborate with Division leadership on the management and execution of the Spine Fellowship Program, Spine Visitor Program, and other academic initiatives.
• Maintain accurate and up-to-date physician academic and travel schedules, including coordination of speaking engagements, conferences, and other academic events.
• Prepare travel itineraries and submit expense reports, ensuring timely reimbursements.
• Coordinate physician calendars, meetings, and appointments to optimize clinical and academic efficiency.
• Maintain up-to-date documentation including CVs, licensure, DEA certificates, and other credentialing materials.
• Manage surgical scheduling and preoperative workflows, including coordination with clinical and nursing teams to ensure pre-op clearance and documentation are in place.
• Supervise the process for authorizations, and pre-certifications for patient services including office visits, imaging, and surgeries, with detailed documentation in EPIC.
• Ensure complete and accurate submission of billing documentation to the billing department, including patient demographics and insurance information.
• Collaborate with Experian and billing staff to verify insurance information and resolve discrepancies.
• Maintain strict compliance with HIPAA regulations, billing standards, and institutional safety protocols.
• Coordinate hospital transfers and liaise with relevant departments as necessary.
• Complete special projects and administrative tasks assigned by the Division Chief, Associate Director, or Practice Manager/ Supervisor.
• Assist in maintaining a positive, collaborative, and compliant office environment.
• Other related duties as assigned.

Minimum Qualifications

• Bachelor's Degree or equivalent education and experience
• 3 years of related experience

Other Qualifications

• Previous experience in a healthcare administration environment or as a medical secretary
• Basic Microsoft Office suite skills
• Light physical activity required 

Equal Opportunity Employer / Disability / Veteran

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