Administrative Coordinator
About The Position
The Research Foundation for Mental Hygiene is seeking a qualified candidate to fill a full-time Administrative Coordinator position. Reporting to the Program Director, the incumbent will provide high-level administrative support to broaden administrative and operational initiatives. This role involves executive support, administrative management, and event planning to help streamline operations across the Department. The Department of Psychiatry is located on the Columbia University Irving Medical Center campus. Given the complexity of this campus, the incumbent must be a well-organized, dependable, highly motivated, proactive individual who is capable of working under pressure while adhering to tight deadlines. They must be an effective team player with strong, service-minded work ethic who can maintain the highest level of confidentiality and diplomacy.
Requirements
- Bachelor's degree and (4) years of related experience
Nice To Haves
- Demonstrated ability to work with minimal supervision
- Proficiency with Microsoft Office
- At least 1 year of prior work experience within a large academic medical center
Responsibilities
- Manages the program director(s) complex calendar, including scheduling and coordinating appointments, meetings and conferences, with diligent follow-up.
- Serves as the primary point of contact for the division director(s), managing calls, visitors, and correspondence with professionalism.
- Prepares agendas, meeting materials, meeting summaries, and correspondence for the Director and communicates with internal and external stakeholders as needed.
- Organizes and maintains the Director's files, including publications and official correspondence.
- Assists in planning and coordinating program-wide events, luncheons, and staff recognition initiatives.
- Assists with processing procurement requests to ensure timely and accurate completion.
- Drafts and sends division-wide emails on behalf of the Director, ensuring timely and professional communication.
- Coordinates travel arrangements and handles expense reimbursements for the Director and faculties, including preparing itineraries and compiling expense reports.
- Builds and maintains databases to track divisional spending for reimbursement requests and travel/pay orders.
- Coordinates with Business Offices for purchasing, vendor communication, and processing administrative requests to support Division operations efficiently.
- Assist in notifying investigators to complete trainings and effort certification
- Collaborates with the administrative team on program HR initiatives, including maintaining and regularly updating the master list of faculty and staff.
- Monitors and tracks faculty time and attendance to ensure compliance with institutional policies.
- Provides logistical and operational support for onboarding and off-boarding processes for faculty and staff. Tracks HR requests and assists in follow up for timely processing.
- Maintains and updates faculty and staff databases within the division.
- Works with facility operation team to address all operation related issues.
- Collects and distributes incoming and outgoing office mail.
- Supports day-to-day administrative functions to ensure the program's office runs smoothly.
- Assist with other cross-divisional projects and initiatives as directed by the director
Benefits
- Excellent Benefits Package
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
