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Administrative Coordinator - Core Administration


Administrative Coordinator - Core Administration

  • 519295
  • Medical Center
  • Medicine
  • Full Time
  • Opening on: Oct 8 2021
  • Grade 104
  • Job Type: Officer of Administration
  • Bargaining Unit: n/a
  • Regular/Temporary: Regular
  • End Date if Temporary: n/a
  • Hours Per Week: 35
  • Salary Range: Commensurate with experience

Position Summary

The Administrative Coordinator will be responsible for the preparation and processing of divisional faculty, research and staff hires, as well as providing general administrative support within the operations unit of the department.


  • Coordinate the recruitment, credentialing, visa, appointment/reappointment and promotion processes, for faculty, staff, and visitors. Prepare forms and onboarding packages.
  • Assist with the process of new and renewal visas for international employees and observers, using the International Students and Scholars Office Compass system.
  • Maintain up to date and accurate appointments and recruitments log. Present weekly reports and status of pending tasks to the Division Administrator
  • Coordinate all aspects of onboarding for academic positions.
  • Assist with scheduling interviews, calendar invites, escorting candidates, assisting with travel for faculty recruits, ordering meals, planning events, scheduling rooms
  • Work directly with units to secure position description, pre-approvals and credentialing information to begin the onboarding process, which may include a clinical appointment with NYPH.
  • Provide constant communication on status of appointments and work together with central offices to secure timely hire of faculty and research staff.
  • Assist with staff recruitment, preparing and processing job descriptions for posting.
  • Help with recruitment coordination and onboarding process directly with divisional faculty and hiring managers. Coordinate preapproval process and posting process.
  • Manage timekeeping procedures for officers and support staff, collecting and processing time-off trackers and bi-weekly timesheets
  • Communicate effectively with faculty and staff to maintain compliance with university and hospital requirements.
  • Provide backup administrative support and perform additional responsibilities as needed.

Minimum Qualifications

  • Bachelor's degree or equivalent in education and experience, plus 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 work under pressure in a fast-paced environment with a sense of urgency
  • Ability to undertake multiple tasks, constantly set and reassess priorities to meet
  • Deadlines
  • Well-developed level of discretion and confidentiality
  • Service oriented background

Preferred Qualifications

  • Master’s degree desirable and may substitute in part for experience

Other Requirements

  • Successful completion of applicable compliance and systems training requirements

Equal Opportunity Employer / Disability / Veteran

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

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