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Executive Assistant - CCTI

Medicine

Executive Assistant - CCTI

  • 516313
  • Medical Center
  • Medicine
  • Full Time
  • Opening on: Jul 15 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 Executive Assistant supports the Director of the Columbia Center for Translational Immunology. Performs comprehensive administrative services and routine duties of a responsible and discretionary nature to relieve the Director of administrative and clerical detail. Is responsible for complete clerical detail and documentation of the Director's Office. Maintains a close and highly responsive relationship to day-to-day activities and tasks of the Director, reports to Chief of Staff. Works fairly independently, receiving minimal supervision and guidance, but also accepts direction and seeks guidance as appropriate. Possesses expert knowledge of office routine, machines, and information systems, as well as understanding of the academic organization, political protocol, programs and procedures related to the work of the Director. Interacts in a courteous manner with all inside and outside of CU/CCTI at all times.


Responsibilities

  • Maintains Director's calendar, including continual refinement of scheduling meetings and appointments.
  • Generates and proof-reads academic correspondence; prepares and distributes letters, abstracts, manuscripts, grant applications, protocols, forms, letters of reference and reports on behalf of and for the Director, which are often of a sensitive/confidential nature and maintains appropriate file copies.
  • Creates, maintains, and updates CV, bibliography, conflict of interest records and submissions, financial records, spreadsheets and databases (e.g. for storage of records, patent lists, mailing lists, personnel lists, etc.) as appropriate.  Maintains materials for documenting Continuing Medical Education (CME) credits on an ongoing basis.
  • Answers telephones and emails in a timely and polite manner; places and accepts telephone calls on behalf of Director.  Primarily responsible for ensuring all technical communications are up and running for all meetings/phone calls ahead of schedule.
  • Meets regularly with Director concerning daily assignments and progress on requests; prioritizes Director's tasks and own work for the day and the week; ensures that the Director is informed regarding schedule of appointments, project progress, etc.
  • Meets regularly with Chief of Staff to coordinate support of the CCTI and coverage of the Director's office.
  • Coordinates meetings, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, and transportation/lodging as needed.
  • Cross-covers for other staff members for breaks, lunches, vacations, etc. and during variations in workflow as needed/requested.
  • In coordination with Administrative Assistant, prepares and processes purchase orders as needed; maintains an inventory of office supplies, etc.
  • Maintains a current list of all daily protocols, passwords and activities of the Director's office.
  • Performs special projects for Director or Manager as may arise from time-to-time.
  • Arranges for Director's travel including arranging airline, accommodations,  auto rental, and ground transportation reservations; prepares Travel Expense Report, Non-CU Reimbursement Forms, and any other travel paperwork necessary to process reimbursement  and submits receipts for reimbursement to conference/meeting sponsors and/or CU as appropriate.
  • Assists laboratory members with meeting deadlines, preparation of manuscripts  and abstracts, correspondence, mailing, overnight delivery, ordering of office supplies as needed.
  • Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

  • Bachelor's degree or equivalent in education and experience, plus three years of related experience
  • Advanced typing skills including use of Zoom and other similar technology
  • Expert command of English language, including medical and scientific terminology
  • Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures
  • Effective analytical and problem solving skills with ability to make decisions quickly and independently.
  • Excellent interpersonal communications skills and diplomatic savvy to enable effective interactions with personnel at all levels of the organization and to appropriately represent the Director and the Department in a positive manner. Consistent, positive demeanor in the face of sometimes stressful communications necessary
  • Ability to take initiative, but also to accept direction and seek guidance appropriately

Preferred Qualifications

  • Advanced degree in English highly desired

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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