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Administrative Coordinator


Administrative Coordinator

  • 516531
  • Medical Center
  • Neurology
  • Full Time
  • Opening on: Jul 21 2021
  • Grade 104

Position Summary

Reporting to the Director of the CTNI, TFFI and Motor Neuron Center and Chief of the Movement Disorders Division in the Department of Neurology, the Administrative Coordinator will perform administrative duties such as coordinating travel arrangements, processing travel and business expense reimbursements, and coordinating internal and external verbal, written and electronic communication. The incumbent will be responsible for phone, email and written correspondence for the division as well as maintaining the calendar for the Division Chief.


Under the division chief the administrative coordinator will support all administrative duties related to the Parkinson's Disease Foundation (PDF) center and the UDALL center. This includes all communications with funding agencies, liaison with departmental financial staff as it pertains to research. This position will arrange meetings, seminars, manage speakers, support PDF pilot grant management (preparing disseminating announcements, receive applications, organize documents for review and notifies applicants).

Fellowship coordination: You will assist in the coordination activities this includes managing applications, coordinating interviews, scheduling appointments, coordinating travel, and preparing travel and business expense reimbursement. Responsible for the lifecycle of movement disorders fellows.

Incumbent will be primary liaison with the department of Neurology's Central Administration offices including the Human Resources and Faculty Affairs office for divisional personnel issues, with Neurology's Education Administration in support of fellowship administration, and with the Finance staff in support of grants and contracts issues for the division.

Will initiate and follow up on all facilities management issues including arranging for core equipment repairs and maintenance for the division.

Occasional administrative work in support of clinical patient work and acts as an intermediary between the clinical staff and faculty members. Flexibility to handle occasional communications (emails and phone calls) outside regular office hours for efficiency.

All other administrative support duties, as assigned.


Breakdown of responsibilities

Administration - 50%

• Screening, editing and drafting of communications, emails, phone calls and other correspondence and documents, presentations and publications
• Schedule and calendar management
• Travel arrangement
• Visitor scheduling and coordination
• Varying levels of administrative assistance to other center/division faculty members on an as needed basis.
• Liaising with other departments and business partners to ensure compliance with University policies and regulations.


Events Management - 20%

• Scheduling and coordinating of meetings and seminars
• Preparing meeting documents and materials


Grants and Research-10%

• Maintenance of grant documents including Bios, CVs and other support documents
• Editing and proofreading grants and publications


Facilities -5%

• Liaising with facilities to ensure center space is safe and operational
• Liaising with facilities to ensure all equipment are in working order


Finance -10%

• Processing and submitting expense reimbursements
• Purchasing central supplies via pcard and purchasing orders


Human Resources -5%

• Assisting with faculty tenure appointments and evaluations
• Assisting with appointment and reappointments for all staff levels
• Maintaining and tracking vacation and time off requests amongst center staff

Minimum Qualifications

  • Requires a Bachelor's degree in business administration or equivalent in education, training and experience, plus three years of related experience.
  • Strong interpersonal, communication (both written and verbal) and organizational skills is a must.
  • Computer Proficiency at an intermediary to advanced proficient level (most especially involving Outlook, Word, Excel, PowerPoint, Adobe Acrobat)
  • Familiarity with academic and clinical environment is must.
  • Resourcefulness and the ability to exercise initiative and independent judgment, and ability to prioritize and multitask required.
  • Must be able to work with diplomacy and efficiency.

Preferred Qualifications

  • Advanced degree, with 3-5 years of progressive experience in a complex environment is preferred.
  • Prior experience in an academic medical center supporting faculty and in particular supporting leadership roles will be given preference.

Equal Opportunity Employer / Disability / Veteran

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

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