• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $66,300 - $75,226

Position Summary

The Division of General Medicine/Associates in Internal Medicine (AIM) Practice seeks a highly organized and detail-oriented Program Coordinator to provide comprehensive administrative support onsite at Columbia University Irving Medical Center. Reporting jointly to the Divisional Administrator and the Associate Program Director (APD) for ambulatory education, this role supports internal medicine residents, ambulatory faculty leaders, and the broader Division of General Medicine.

The ideal candidate will demonstrate exceptional organizational skills, the ability to manage multiple priorities in a fast-paced environment, and a proactive approach to problem-solving. This position is critical to ensuring the smooth operation of the AIM Practice, including coordinating resident schedules, organizing educational activities, managing meetings, and supporting recruitment and administrative processes.

As a member of the Division’s core administrative team, the Program Coordinator collaborates with colleagues in People & Culture, IT, and Procurement to support division-wide initiatives such as events, communications, and compliance activities.

Responsibilities

• Coordinate complex schedules for 144 internal medicine residents, including ambulatory clinic assignments and didactic sessions, ensuring accuracy and timely communication with program leadership, clinic staff, and faculty preceptors.
• Create, distribute, and compile faculty and didactic evaluations for ambulatory residency education.
• Organize and manage weekly Division conferences, including speaker coordination and facilitation of Continuing Medical Education (CME) requirements.
• Maintain calendars for the APD and Medical Director; schedule meetings, support working groups, and assist with social events.
• Serve as the primary liaison between the divisional administrative team and AIM faculty.
• Support recruitment activities, including preparing interview itineraries and escorting candidates during visits.
• Oversee AIM administrative office operations, including responding to inquiries, submitting facilities requests, and managing office supplies.
• Administer the AIM faculty moonlighting program, including scheduling and processing monthly payroll submissions.
• Assist with clinical faculty appointment and reappointment processes in collaboration with People & Culture.
• Track professional practice evaluations, compliance documentation, expirables, and Medicaid recertifications.
• Participate in weekly administrative team meetings and assist with division-wide events such as grand rounds, retreats, and holiday gatherings.
• Perform additional related duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Teams, SharePoint).
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail and excellent organizational skills.

Preferred Qualifications

• At least two years of relevant administrative experience.
• Experience with EPIC and Amion (or similar scheduling systems).
• Familiarity with AI tools such as ChatGPT in a professional setting.
• Ability to quickly learn new platforms (e.g., Columbia website CMS, Symplr, ARC, Interfolio).
• Interest or experience in scheduling, website maintenance, and billing processes.

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.