Administrative Coordinator II

Columbia University

401d • $75,000 - $85,000

About The Position

The Administrative Coordinator II at Columbia University Medical Center plays a crucial role in managing the program affairs of the Columbia Initiative in Cell Engineering and Therapy (CICET). This position involves a variety of program management duties in a dynamic environment, requiring strong organizational skills and the ability to handle sensitive information with discretion. The coordinator will support CICET leadership by executing program tasks, facilitating communication, and liaising with various departments and external partners.

Requirements

• Bachelor's degree or equivalent in training and experience, with at least three years of directly related experience.
• Strong customer service orientation, with a professional and welcoming demeanor when interacting with visitors, students, staff, and faculty.
• Excellent interpersonal, written/oral communication, and organizational skills are required.
• Strong attention to detail and commitment to accuracy, particularly managing documentation, data entry, and records.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Project support skills: organization, technical execution, attention to detail, and stakeholder communication.
• Knowledge of accounting systems, computerized operations and grant administration may be required.
• Proficiency with Microsoft Suite such as Word, Excel, Outlook and PowerPoint, as well as experience with calendar management, scheduling tools, and Concur.
• Strong organization and time-management skills, with the ability to handle multiple tasks and prioritize in a fast-paced environment.

Nice To Haves

• Experience working in an academic medical center / health care system

Responsibilities

• Oversees and directs day-to-day office activities, identifying and implementing improvements to increase administrative efficiency.
• Responsible for efficient management and coordination of complex calendars and scheduling for events.
• Coordinates activities on behalf of CICET faculty and staff such as group meetings, conferences, and symposium including but not limited to corresponding room reservations, confirming event attendees, catering requests, and audio/visual preparation.
• Makes travel arrangements, submits reimbursement requests, and creates detailed itineraries for CICET leadership as well as faculty recruitment.
• Organizes departmental-specific administrative activities, such as academic appointments, and coaches stakeholders on protocols.
• Supports CICET leadership on various strategic planning initiatives including research, data analysis, and the preparation of comprehensive reports, presentations, and proposals.
• Prioritizes and handles matters of significance to support efficient office operations.
• Responsible for daily office operations, provides administrative support to staff and exercises discretion to resolve administrative issues.
• Ensures proper procedures in place to welcome in-person visitors and manages office correspondence in a timely and efficient manner.
• Answers and screens telephone calls and written communications received by the office, including but not limited to appropriate forwarding and ensuring timely responses, prioritizing most critical matters requiring attention.
• Maintains discretion and confidentiality when handling sensitive documents and materials for meetings.
• Proactively coordinates logistics for meetings including room set up, meeting packets including agendas, presentations, reports etc.
• Ensures proper documentation, coding, and approvals on all office purchases, invoices, and reimbursement requests.
• Submits purchase requests and reconciles P-card statements in compliance with financial policies and procedures.
• Analyzes budget expenditures, tracks invoices, and monitors finances.
• Initiates purchasing orders as needed, process submission of vendor ID requests in the purchasing system, and follow-up on completion.
• Anticipates needs and maintains office supplies, manages invoices and expenses.
• Serves as first point of contact for the office and administrative liaison for partner CUIMC offices and external organizations.
• Provides reliable and accurate recordkeeping in relevant systems and internal trackers.

What This Job Offers

• Job Type: Full-time
• Industry: Educational Services
• Education Level: Bachelor's degree