• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: M-F
• Building:
• Salary Range: $70,000-$75,000

Position Summary

Reporting to the Associate Dean for Student Affairs, Support and Services, the Executive Assistant will provide outstanding administrative support to the Associate Dean of Student Affairs, Support and Services and the Associate Dean of Student Career Development and will be key to coordinating office operations and special projects for the Office of Student Affairs.

Responsibilities

As Executive Assistant to the Associate Deans:

• Provides the highest level of comprehensive and timely support for the Associate Dean of Student Affairs, Support & Services, and the Associate Dean of Student Career Development.
• Manage the Associate Dean’s complex schedules. Responds to meeting requests, makes travel arrangements, develops itineraries and agendas, and assists with preparation for meetings and other engagements.
• Liaises with offices across CUIMC and externally in support of the Associate Dean, including but not limited to the Dean’s Office, Office of University Life, Faculty Divisions, and external organizations including Association of American Medical Colleges (AAMC), National Resident Matching Program (NRMP), and National Board of Medical Examiners (NBME).
• Oversees preparation for various internal and external meetings and events, including preparation of agendas and presentation materials. Arranges campus visits for collaborators, outside speakers, and candidates.
• Drafts written correspondence, including confidential memos, notices to the student body, and material for online dissemination.
• Manages office communications. Triages incoming phone calls and emails. Prepares, responds to, and routes correspondence.
• In collaboration with the administrative coordinator, supports students in the completion of various forms and letters, coordinating with the Associate Dean for Student Affairs, Support and Services for signature.
• Represents the Associate Deans, The Senior Director of Student Affairs, and the Education Program in communications with internal and external contacts. Builds strong working relationships with collaborators across the institution to advance the activities of the office.
• Provides essential support for the Medical Student Performance Evaluation (MSPE) Letter Generation process in collaboration with the Associate Director of Career Advising and Residency Services and Residency Services Coordinator. Schedules all one-on-one MSPE meetings and monitors progression weekly.
• Supports the coordination of and provides administrative support for various committees, including but not limited to AOA, GHHS, the Fundamentals Faculty Committee (FFC), and the Clinical Faculty Committee (CFC). Generates meeting notes for FFC and CFC on an ongoing basis. Schedules Disciplinary Hearings when needed.
• Manages the residency, fellowship, and state medical license credentialing documentation for VP&S students and alumni in collaboration with the Office of the Registrar. Meets weekly with the team in the Registrar’s Office to discuss and implement process improvements. Responds regularly to inquiries and follow up from students and alumni.
• Oversees the archiving of student records and liaises with Iron Mountain
• Performs routine financial transactions such as employee reimbursements, check requests, and p-card reconciliation. Works within the Concur system. Pays routine bills and invoices.
• Acts as a backup support to other executive assistants in the department during short-term absences.
• Supports the student affairs and office of education team with ad hoc projects for medical student events, ceremonies, and meetings as needed.
• As a member of the Student Affairs and Office of Medical Education Teams, provides cross-coverage and backup support for other office and program staff as needed.

Minimum Qualifications

• This position requires a bachelor’s degree and three (3) years relevant experience.  The equivalent in education, training, and professional experience can be substituted for the degree requirement. 

Preferred Qualifications

• Experience in a high-volume, high-demand service area 
• Experience working with college or graduate school students; experience with medical education, or experience in a clinic or hospital setting 

Other Requirements

• Excellent interpersonal, writing, and communication skills are required.  
• Proficiency of Microsoft Office Suite, especially Microsoft Word and Excel  
• Ability to successfully prioritize multiple responsibilities and projects.  
• Strong sense of teamwork including the ability to establish and maintain strong relationships. 
• Ability to manage professional relations with various constituencies and represent the programs, department, and institution in a positive manner will be expected  
• All applicants must submit a resume and cover letter with their application.
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Equal Opportunity Employer / Disability / Veteran

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