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Columbia University Administrative Assistant in New York, New York

Position Summary

With a dual reporting relationship to the Vice Dean of Strategic & Innovative Research and the Assistant Dean of Research Strategy & Development, the Administrative Assistant will be responsible for day-to-day operations in the Division of Scholarship & Research at Columbia University School of Nursing.

Responsibilities

Specific responsibilities will include:

  • Providing administrative support to the Vice Dean, including calendar maintenance, planning & scheduling appointments, receiving phone calls, routing correspondence, managing travel itineraries, and interfacing with faculty & visitors;

  • Organizing all logistics related to the recruitment of new research faculty, including scheduling interview itineraries, making travel arrangements for candidates, distributing CVs to the search committee, ordering lunches for presentations, communicating with applicants, etc.;

  • Supporting the Assistant Dean and the Dean’s Office in processes related to faculty tenure, promotions, evaluations, and mentorship;

  • Providing support to the Academic-Practice Partnerships Program, including creating invitations for events, formatting documents, scheduling regular meetings, and assisting the Director with other administrative responsibilities as needed;

  • Handling the logistics for various meetings, seminars and workshops including coordinating attendee schedules, creating and sending agendas, taking and distributing meeting minutes, managing the onsite set-up for remote participants ( i.e. , Zoom connections), and reserving rooms;

  • Managing relevant correspondence with applicants, the public, and members of the School and University communities;

  • Preparing informational and educational materials, flyers, advertisements, invitations, and other communication media as requested;

  • Processing registrations for faculty who travel for research-related reasons and handling related Travel & Business Expense (TBER) forms as appropriate;

  • Supporting the Director of the Office of Scholarship & Research Development, research faculty and their project managers on initiatives and other support needs aimed to improve the overall research endeavor at the School of Nursing; and

  • Performing other responsibilities and projects as needed and assigned

Minimum Qualifications

Requires a minimum of a bachelor’s degree or equivalent in education and experience, plus two (2) years of relevant experience.

The Administrative Assistant will be flexible, well-organized, detail-oriented, and creative. The individual in this role will be able to handle multiple projects simultaneously, work under pressure and consistently meet deadlines.

S/He will be a team player with good interpersonal communication skills, both verbal and written. The incumbent must have a high level of expertise in the Microsoft Office suite of products (Word, Excel and PowerPoint).

Preferred Qualifications

Prior experience and/or a strong interest in working in higher education is preferred for the individual hired for this position.

Equal Opportunity Employer / Disability / Veteran

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

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