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Executive Assistant


Executive Assistant

  • 533124
  • Medical Center
  • Pediatrics
  • Full Time
  • Opening on: Jan 10 2023
  • Grade 104
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $70,000 - $75,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Department of Pediatrics is seeking an Executive Assistant to join our team in a full-time position within the division of Critical Care and Hospital Medicine.  Columbia University Irving Medical Center’s Department of Pediatrics is a world leader in providing care for children.  Our mission areas include Healthcare, Education and Research.  We offer care for our patients in over 25 specialty areas as well as individualized care for complex cases.  Our Residency, Fellowship and Graduate programs are among the best in the Nation.  Our Clinical, Translational and Basic Science research features collaborations across specialties and stretches from the bench to bedside.  We also have several active Clinical trials available to our patients.   

Reporting to the Division Chief of Critical Care and Hospital Medicine in the Department of Pediatrics, this position will provide executive level administrative support to the Division Chief. The Executive Assistant will perform personalized and confidential administrative duties with discretion and independent judgment and interface with senior and administrative staff members and a wide array of University and hospital offices, faculty, corporations, patients, and government agencies.  This is an exciting opportunity for a hardworking, driven candidate who would like to advance in healthcare administration.  The ideal candidate for this position has administrative experience, a professional demeanor, and is able to simultaneously advance multiple projects with limited oversight after the training period. This individual should be able to work independently and requires minimal guidance.  There may be an opportunity work remotely in a hybrid model in the future.


  • Providing executive-level support for Division Chief.  Secondary and teamwork support could be provided for the Section Chiefs.

  • Resolving problems independently, relieving the Division Chief of matters of detail, drafts, and initiating correspondence.

  • Coordinating and assisting in gathering resources and information for meetings and presentations; preparing reports and presentation materials.

  • Managing Chief's calendars (office and home) and using sound judgment in determining priorities and overseeing all engagements, including extensive travel schedule.

  • Obtain and manage correspondence, screening all incoming calls, mail, and visitors; handling or redirecting contacts and communications not requiring the immediate and personal attention of the division chief.

  • Act as liaison between the administrative office and other divisions/departments.

  • Maintain confidential files and monthly expense spreadsheet with itemized transactions; prepare financial expenditure reports, prepare business/travel reimbursements via CONCUR, and monitor for timely processing.

  • Schedule meetings, conferences and appointments, advising attending parties of subject matter and providing required material, specifically but not limited to faculty meetings, executive committee meetings, division chief meetings, leadership council meetings. 

  • Take, transcribe and distribute minutes of said meetings as requested.

  • Assist with coordinating and organizing departmental conferences and events

  • Responsible for investigating and obtaining explanations of problematic situations and discrepancies; maintaining follow up on projects and assignments. 

  • Ensure adequate supplies for the Chief; manage the Chief's inpatient schedule, working with faculty and administrative staff to provide information as needed.

  • Collaborates closely with other members of the division to ensure that all tasks required by the Chief are fulfilled. 

  • Preparation of response to compliments and complaints regarding department staff (both from patients and additional HSS departments

  • Transcribing dictated manuscripts, patient reports, correspondence, and NIH reviews.

  • Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

  • Bachelor’s degree or equivalent in education and experience required; plus three years of related experience.

Equal Opportunity Employer / Disability / Veteran

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

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