Columbia University Administrative Assistant in New York, New York

Job TitleAdministrative Assistant

Job Code Title

Job Requisition Number 096285

Department 8020- NUR Div of Scholarship & Rsch

Location Medical Center

Job Type Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week 35

Job Family Research (Laboratory and Non-Laboratory)

Salary Grade 103

Salary Range

Advertised Summary Job Description Reporting to a Research Faculty member at Columbia University School of Nursing, the Administrative Assistant will provide general administrative support to a Research faculty and a busy research team.

Specific responsibilities will include:

  • Managing the Faculty member's calendar;

  • Receiving and reviewing written, electronic and telephonic correspondence/messages and responding to general inquiries;

  • Assisting the faculty member and overall research team in preparing reports and presentations;

  • Interacting with journal offices and assisting in the preparation of publications;

  • Providing administrative assistance with grant applications as assigned;

  • Planning and coordinating travel arrangements and preparing itineraries;

  • Creating Travel and Business Expense Reports (TBERs) for reimbursement requests;

  • Preparing documentation for the procurements of goods and services;

  • Coordinating the logistics for various meetings, including arranging meeting sites, preparing related materials, contacting speakers & participants, etc.;

  • Maintaining updated and organized records & files;

  • Tracking vacation/time-off for the research team, including receiving monthly timesheets and organizing them for the Faculty member's signature; and

  • Performing special projects and other duties as needed and assigned.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant Requires a bachelor's degree and at least two (2) years of related experience or equivalent in education, training, and experience.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant The Administrative Assistant will be a strong team player who develops and maintains positive relationships with faculty and staff members. S/He will have initiative and be a self-starter with excellent interpersonal and communication skills, both oral and written. The successful incumbent will possess the ability to work well under pressure in a fast-paced environment and be able to undertake multiple tasks, while constantly setting and reassessing priorities to meet deadlines.

The Administrative Assistant must have a pleasant telephone and email manner with the ability to take clear, concise messages and relay messages or route calls in a timely manner. S/He will be highly organized and detail-oriented with a well-developed level of discretion and confidentiality. The individual selected for this role will also have solid database management skills and proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Endnote.

Special Instructions

Preferred Qualifications Prior experience working in a medical center is preferred.

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

HIPAA Compliance training required Yes

Participation in Medical Surveillance required No

What type of posting? Is this a waiver request? Standard Posting

Requisition Open Date 01-10-2019

Requisition Close Date Open Until Filled

Quick Link

EEO Statement Columbia University is an Equal Opportunity/Affirmative Action employer.

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

This organization is a federal contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA). The final rules now require contractors and subcontractors to invite applicants to self-identify as protected veterans or individuals with disabilities.

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