Job Type: Officer of Administration

• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: M-F; 9AM-5PM
• Building:
• Salary Range: $66,300 - $83,500

Position Summary

The Administrative Coordinator reports to the Administrative Manager and Lab Manager. This critical role ensures the timely tracking, routing, and completion of all high-volume special studies, digital slides, consultations, and client requests within the Dermatopathology Laboratory. The coordinator acts as the central liaison for Dermatopathologists, referring providers, laboratory personnel, and external institutions, supporting operational efficiency, digital pathology workflows, and service delivery in a busy academic practice.

Responsibilities

Digital Pathology & Workflow Leadership

• Manages Digital Pathology Operations: In collaboration with the Lab Manager, coordinates the daily scanning workflow, prioritizes cases, and ensures all digital slides are accurately labeled, uploaded, and ready for clinical, quality assurance (QA), and educational review.
• Case Tracking & Documentation: Designs and maintains robust tracking systems for high-volume activities, including consults, send-outs, and special studies, ensuring accurate documentation and reconciliation across all workflow stages.
• Quality & Resolution: Works with the Lab Manager to resolve discrepancies (e.g., missing slides, mislabeled materials) and assists with escalating internal QA issues to appropriate leadership.

Specialized Case Management & Service

• Facilitates Special Studies & Consultations: Routes requests from the Division Director and Dermatopathologists to the correct internal or external contacts, ensuring all necessary information is exchanged and action is completed.
• Monitors Turnaround Times (TAT): Proactively monitors TATs for all specialized cases (special studies, consults, external submissions) and follows up with personnel, escalating delays to maintain high service standards.
• Dermatopathologist Support: Acts as a liaison to obtain status updates, missing materials, and follow-up actions from technical and administrative teams, proactively identifying and communicating workflow gaps to leadership.

External Liaison & Communication

• Outreach & Client Support: Coordinates closely with the department's outreach representative to support external providers, resolving client inquiries, workflow concerns, and courier issues to ensure seamless service.

Operational & Administrative Support

• Records Management: Maintains organized digital and physical records (reports, case materials) to ensure efficient retrieval and compliance for clinical, operational, and regulatory audits.
• Perform general administrative functions, and related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Requires a bachelor's degree or equivalent in education and experience, plus three years of related experience.

Preferred Qualifications

• A minimum of 1-2 years relevant experience in a similar role within a healthcare setting.
• Prior EMR experience.
• Digital Pathology Certification is strongly.

Other Requirements

• Exceptional organizational and time management skills, with the proven ability to independently manage a high volume of complex tasks and thrive under pressure.
• Demonstrated effective interpersonal communication skills necessary for liaising with diverse stakeholders (physicians, staff, clients).

Equal Opportunity Employer / Disability / Veteran

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