• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $85,000-$102,100

Position Summary

Columbia University Fertility Center seeks an outstanding Executive Assistant to join the growing team in our Columbus Circle office in Midtown Manhattan. At Columbia University Fertility, we are driven by a mission to deliver beyond amazing care and foster a culture where kindness, empathy, and excellence are at the heart of everything we do. This is your opportunity to work in an innovative, professional environment where your talent will contribute to improving patients’ lives and having the chance to work with highly skilled Reproductive Endocrinology physicians, laboratory, and clinical staff.  If you’re passionate about making a meaningful impact while supporting a dynamic and fast-paced executive team, we want you on our team!

Why You’ll Love This Role:

As the Executive Assistant, you’ll be the organizational powerhouse behind our executive leadership team, playing a vital role in connecting departments and keeping operations seamless. You’ll partner with internal teams to support forward-thinking leaders who are committed to always improving and delivering the highest standards in fertility care. This is an opportunity to grow alongside a world-renowned institution while making a meaningful difference in the lives of patients.

Key Attributes:

• Champion Service Excellence: Serve as the primary administrative partner to assigned executives, ensuring they are empowered to lead with precision and focus.
• Coordination Mastery: Manage schedules, communications, and projects with expert-level efficiency to maximize productivity across teams.
• Proactive Support: Anticipate the needs of the executive team by staying steps ahead—offering thoughtful solutions before challenges arise.
• Cross-Division Collaboration: Act as the bridge between teams while maintaining transparency, cohesion, and workflow excellence.
• Confidentiality and Discretion: Handle sensitive information with the utmost care, creating an environment of trust and integrity.
• Process Improvement: Continuously seek ways to enhance administrative processes, finding smarter, more efficient ways to achieve success.
• Technology Forward: Confidently support the adoption of new systems, apps and tools and proactively identify opportunities to automate workflows, streamline communication, and improve operational efficiency.

What You Bring:

• A deep sense of kindness and empathy, coupled with an unwavering commitment to excellence.
• The ability to thrive in a fast-paced and highly collaborative environment, where priorities can shift quickly, and innovative solutions are always valued.
• Outstanding organizational, multitasking, and problem-solving skills, with the foresight to anticipate needs before they arise.
• Strong communication skills and a polished, professional demeanor.
• A commitment to continuous growth and improvement, driven by a shared belief that we can always do better for our patients and one another.

Responsibilities

Executive Support

• Provides day-to-day administrative support to the Sr. Division Administrator, Division Chief, Medical Director and Fellowship Director and serves as the primary point of contact for a range of stakeholders. This position will report directly to Sr. Division Administrator. Responds to complex requests, directs inquiries, takes action, and follows up as appropriate. Responds to complex requests, directs inquiries, and ensures timely follow-up.
• Coordinates a broad variety of administrative tasks including managing complex calendars to assure effective and efficient use of assigned executive(s) time, composing and preparing confidential documents, and ensuring follow-up on all action items.
• Coordinates all activities to support assigned executive(s) such as presentations, correspondence, meeting minutes, reserving meeting space, facilitating webcasts, and supporting special events, as needed. Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues.
• Keeps executive(s) well informed of upcoming commitments and responsibilities including follow-up.
• Communicates directly on behalf of the executive(s) in a professional manner bridging smooth and clear communications with internal departments and external constituents.
• Performs all other duties as assigned within the scope of practice and/or training. 

Project and Technology Support

• Supports updates to the CUFC internal and external websites and related marketing materials, including coordinating content changes and ensuring accuracy through internal or external web teams.
• Designs, builds, and manages Microsoft Forms, surveys, and workflow tools to support operations, approvals, and data capture.
• Develops and maintains SharePoint sites, document libraries, dashboards, and automated workflows to streamline team collaboration.
• Optimizes Microsoft Teams usage by organizing channels, permissions, shared drives, communication workflows, and meeting structures.
• Partners with Operations, IT, and external stakeholders to enhance CUFC’s utilization of Dynamics 365 (D365), web applications and by identifying opportunities for increased efficiency and building lightweight process improvements.
• Creates digital templates, visual assets, and small-scale process automation tools to improve clarity, consistency, and efficiency across the division.
• Serves as a first-line resource for troubleshooting basic process/system questions; escalates technical issues appropriately.
• Identifies opportunities to standardize, digitize, and simplify administrative processes using available Microsoft and institutional tools.
• Coordinates tasks, owners, and timelines; monitors progress and uses structured tools for tracking and reporting.
• Escalates issues and ensures timely communication with stakeholders.

Other 

• Coordinates division events, activities and leadership meetings
• Supports coordination of scheduling and onboarding activities for select CUFC candidates and new employees
• Assists with compliance pertaining to tracking renewals and record keeping with all regulatory agencies, departmental, Service Corp
• Keeps current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and assists with tracking of all required trainings.
• Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree or combination of education and experience.
• A minimum of 3 years of related experience including providing administrative support to senior executives. An equivalent combination of education and experience may be considered.

Preferred Qualifications

• Demonstrated proficiency in project management, including planning and executing technical and operational activities with cross-functional teams.
• Ability to manage a demanding workload with accuracy and timeliness.
• Strong problem-solving skills with the ability to assess issues, propose solutions, and collaborate effectively.
• Excellent oral and written communication skills and the ability to interact effectively with professional staff, providers, and external stakeholders.
• Ability to work independently, handle multiple tasks, and anticipate needs.
• Demonstrated ability to work constructively and respectfully with diverse individuals and groups.
• Strong commitment to fostering diversity, equity, and inclusion.
• Advanced proficiency in Microsoft Office and demonstrated experience with:
• SharePoint (site management, workflows, dashboards)
• Microsoft Forms (design, automation, data workflows)
• Microsoft Teams (channel structure, collaboration, optimization)
• Dynamics 365 or comparable CRM/operations systems
• Mural or similar collaboration/visual workflow platforms
• Experience coordinating and producing digital e-cards, internal communications, and simple branded templates.
• Experience supporting website content management preferred.
• Must successfully complete required systems training.
• Must be a motivated individual with a positive mindset and exceptional work ethic.

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds.

We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

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, qualification, 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.

Equal Opportunity Employer / Disability / Veteran

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