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Administrative Manager - CBCH


Administrative Manager - CBCH

  • 530368
  • Manhattanville
  • Medicine
  • Full Time
  • Opening on: Oct 14 2022
  • 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 Center for Behavioral Cardiovascular Health (CBCH) at Columbia University Irving Medical Center is seeking an Administrative Manager to join our Research Administration team.  The Administrative Manager is responsible for providing administrative support to a mid-level CBCH faculty member, including supporting grants, managing clinical and research schedules, serving as a liaison to both clinical and research teams and developing and implementing processes and procedures to ensure high levels of organization and strong communication.

At CBCH our goal is to work together as a collective (faculty, admin, and staff) to advance shared values and goals.


  • Provide the necessary administrative and logistical administrative, educational and research activities support.
  • Provide assistance with preparation and editing of manuscripts, grant submissions, progress reports, maintenance and monitoring of project budgets, invoices and expense reports, and activities related to membership/leadership in professional organizations.
  • Assist faculty member with operationalizing and administratively setting up newly funded (NIH, private foundations, government and industry) sponsored studies prior to the NOA arriving.
  • Coordinate with CBCH’s regulatory manager to assist in and ensure compliance for IRB JIT submissions and modifications.
  • Liaise with other departments/schools/universities to obtain required application documents for collaborative proposals/sub-awards.
  • Assist faculty member with activities related to dissemination of research to key community/local and national/international stakeholders 
  • Assist faculty member with activities related to development of new educational and mentorship programs and initiatives at Columbia University
  • Develop and implement efficient organizational procedures to standardize procedures, ensure effective communication and attainment of milestones for clinical, educational and scientific projects.
  • Provide coordination and support for events, including webinars, working group meetings, science conferences, and other project and team meetings.
  • Ensure prompt, effective, professional interactions with external and internal contacts by e-mail and telephone; use independent judgment and initiative in preparing draft replies to correspondence.
  • Serve as liaison between CBCH and Cardiology administration, clinical team personnel and research project personnel
  • Facilitate communications with various Columbia University central administrative offices and internal departments, and numerous external collaborators, institutions, and societies (National Institutes of Health, American Heart Association, etc.) providing highly professional, and excellent customer service.
  • Support CBCH Grants Director to ensure compliance of sponsor guidelines for faculty biosketches, publication and other support documents for grant proposals.
  • Assist CBCH Librarian by maintaining updated copies of faculty biosketches and publications.
  • Coordinate with CBCH Director of Research to maintain and update “other support” documents for CBCH faculty member.
  • Assist in the manuscript and grant submission process by formatting references according to the instructions of individual journals.
  • Manage faculty calendar, scheduling meetings, handling visitors and booking conference rooms.
  • Arrange travel and accommodations.
  • Perform related duties & responsibilities as assigned/requested.

Minimum Qualifications

  • Requires a bachelor's degree or equivalent in education, training and/or experience, plus a minimum of three years of related experience. 
  • Must have at least 2 years of relevant administrative experience
  • Excellent computer skills including proficiency in Microsoft Suite, Sharepoint and general computer skills.
  • Must have at least 1 year experience working in an academic institution.
  • Strong background in administration, project management, operations, and a familiarity with working within healthcare.

Preferred Qualifications

  • Demonstrated ability to direct a multi-disciplinary or varied constituency group toward a common goal.
  • Experience with the public in service or occupational roles.
  • Leadership experience within occupational role.

Other Requirements

  • Flexible hours and weekends required to meet critical deadlines.
  • Excellent phone, interpersonal and written communication skills.
  • Able to multitask in a diverse and demanding environment with frequently shifting priorities.
  • Proactive, extremely organized and detail oriented.
  • Able to demonstrate the ability to balance both working independently and collaboratively.
  • Must display high level of confidentiality and administrative skills to support senior faculty member(s) with a diverse administrative portfolio of activities.
  • Strong commitment to equity, diversity, and inclusion.
  • Must successfully complete systems training requirements.

Equal Opportunity Employer / Disability / Veteran

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

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