Executive Assistant

• 547515
• Columbia University Medical Center
• Irving Inst Clinical and Translational Research
• Full Time
• Opening on: Nov 13 2024
• Grade 104
  
  

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• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $80,000-$90,000
  
  

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, qualifications, 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.

Position Summary

Reporting to both the Director and the Administrative Core Leadership of the Irving Institute for Clinical and Translational Research, the incumbent will be responsible for providing a wide-range of administrative support to executive level management of a major biomedical research institute.

Responsibilities

• Handle all travel arrangements on behalf of the Director, organizing itineraries, preparing travel reimbursements, and expense reports; maintain Director's calendar, including coordinating and scheduling appointments (in-person and virtually), meetings, and conferences (with strong follow-up); prepare agenda, meeting materials, and communicate with meeting participants.
• Assist the Director in clinical certification, hospital training and research training certification renewals as well as maintain up-to-date CV, NIH Biosketch and travel log per CUIMC and NIH guidelines
• Handle all telephone calls coming into Director's office; and serve as back up in Receptionist's absence. Greet, screen, and direct visitors.
• Facilitate the day-to-day administrative tasks of the Director's office
• Draft correspondence; prepare materials for meeting as needed
• Expertly liaise with senior and administrative staff members and a wide variety of University and Hospital officials, faculty members, and external contacts. Also work closely with Cardiometabolic Precision Medicine Program, the Director’s research program, and Division of Cardiology administration
• Collect, distribute, and track incoming and outgoing office mail
• Maintain and update faculty and staff databases
• Assist in preparation of grant application materials, progress reports, and other special projects.
• File and index Director's publications, correspondence, and other office materials.
• Performs related duties & responsibilities as assigned/requested
  
  

Minimum Qualifications

• BA/BS or equivalent in education, training and experience plus 3 years of experience
  
  

Preferred Qualifications

• Must possess excellent computer skills, including MS Office Suite (Word, Excel, PowerPoint, Teams, SharePoint). Must be a dependable, highly motivated, proactive individual with a 'can-do' attitude who can work under pressure while adhering to tight deadlines.
• Effective team player with a strong, service-minded work ethic, candidate must maintain highest level of confidentiality, exceptional judgment, and diplomacy at all times.
• Demonstrated ability to work with minimal supervision. Must be detail-oriented with outstanding organizational ability to set priorities with ease and manage diverse projects and a large volume of detailed work simultaneously.
  
  

Equal Opportunity Employer / Disability / Veteran

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