Position Summary

Reporting to the Department Administrator, and in close partnership with the People & Culture Manager, the Senior Administrative Coordinator will work closely with all clinical, research and medical education teams. They will be responsible for ensuring all employees, faculty and trainees are efficiently and compliantly guided and administratively supported throughout their continuum in the Department of Emergency Medicine at the Columbia University Medical Center.

The incumbent will provide high-level administrative support to the Division of Pediatric Emergency Medicine. 

The Senior Administrative Coordinator will assist with departmental provider orientation and training, annual compliance, reappointments, and COAP processes.

Responsibilities

• Faculty/Staff Support
  • Communicate with candidate, departmental manager and leadership regarding the orientation process and schedule associated training
  • In coordination with VP&S HR, ensures faculty and staff are enrolled and complete necessary trainings for position
  • In collaboration with VP&S HR, monitor and track incoming Research Interns, visitors or observers  
  • Act as primary coordinator for Scribe onboarding and attendance tracking. Will monitor vendor invoices for accuracy and submission to Finance for processing.
  • Staff the Faculty Lounge office to triage inquiries related to staffing, payroll, benefits policies, and regulations via telephone, email and in person
• Provider Compliance
  • Serve as department liaison to VP&S HR to coordinate reappointments for all clinical providers (physicians, nurse practitioners, physician assistants)  
  • Ensure all clinical providers receive notifications and instructions regarding reappointment process and deadlines
  • Follow-up to ensure clinicians provide required documentation to meet deadlines to avoid suspensions and/or fines
  • Assist Division Chief/Chairman with approval of all reappointment packets.
  • Maintain and disseminate compliance reports regarding university and hospital initiatives
  • Maintain Administrative Joint Commission files to ensure department compliance  
• Administrative
  • Assist with bi-annual Chair report, the incumbent will enter and maintain relevant data spreadsheets related to, but not limited to, leave of absence, recruitment, faculty/staff demographic data, etc.
  • Provide reports to leadership as requested.
  • Provide administrative support the Vice Chair, Medical Director and Assistant Medical Directors of the Division of Pediatric Emergency Medicine.
    • Provides intermittent administrative support as needed to PEM faculty.
    • Responsibilities include calendar coordination, scheduling division meetings, identifying appropriate meeting/event spaces, taking and distributing meeting minutes and meal coordination.
    • In coordination with the Department Analysts team, downloads and distributes individual faculty scorecards on a quarterly basis.
    • Coordinates and schedules recruitment efforts throughout the year and maintains candidate data for Chair’s annual report.
• Special Projects
  • Assist with special projects as needed including but not limited department Affinity groups, departmental committees, and employee recognition and engagement events.
  • Cross cover for other administrative staff.
  • Perform other duties as required.

Minimum Qualifications

• Bachelor’s degree or equivalent in experience with at least four years of relevant administrative experience.  

Preferred Qualifications

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• This position requires excellent customer service skills, must possess a professional and positive attitude. 
• Proven record of ability to work as part of a team, with administrative, clinical, research, and financial staff. 
• Ability to work under pressure with multiple and competing deadlines required. 
• Ability to handle confidential information with exceptional judgment and discretion.
• Ability to set priorities, handle multiple assignments, and work with diplomacy and efficiency in a highly pressured environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Expert knowledge of Microsoft Office Suite, and web-based database applications 
• Progressive experience in an academic medical center; administrative experience in academic healthcare a plus.

Other Requirements

• Must successfully complete systems training requirements. 

Equal Opportunity Employer / Disability / Veteran

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