Administrative Coordinator

New York State Psychiatry Institute•New York, NY

2d•Onsite

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 Division of Child and Adolescent Psychiatry Director and Division Administrator, the incumbent will provide high-level administrative support to the Division Director and assist the Division Administrator on broader administrative and operational initiatives. This dual role involves executive support, administrative management, and event planning to help streamline operations across the Department of Child & Adolescent Psychiatry. The Department of Child & Adolescent 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 plus four (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 Division Chief's complex calendar, including scheduling and coordinating appointments, meetings and conferences, with diligent follow-up.
Serves as the primary point of contact for the Chief, managing calls, visitors, and correspondence with professionalism.
Prepares agendas, meeting materials, meeting summaries, and correspondence for the Chief and communicates with internal and external stakeholders as needed.
Organizes and maintains the Chief's files, including publications and official correspondence.
Assists in planning and coordinating Division-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 Chief, ensuring timely and professional communication.
Coordinates travel arrangements and handles expense reimbursements for the Chief 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
Assist the Deputy Division Administrative with: subcontract document tracking; helping maintain Division Leaders' Biosketches and Other Support Pages.
Collaborates with the administrative team on divisional 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 Chief's office runs smoothly.
Assist with other cross-divisional projects and initiatives as directed by the Division Administrator.