Executive Assistant and Administrative Coordinator

$73,000 - $83,000/Yr

The Trustees Of Columbia University In The City Of New York - New York, NY

Full-time

New York, NY

Ambulatory Health Care Services

About the position

The Department of Health Policy and Management at Columbia University is seeking a dynamic and proactive Executive Assistant and Administrative Coordinator to support the Department Chair and academic team. This role will be instrumental in ensuring the efficient operation of departmental activities, supporting events, and communications, and providing essential administrative support to students and faculty. The position is designed for an individual who thrives in a fast-paced academic environment and is capable of managing multiple responsibilities effectively. As an Executive Assistant, the selected candidate will provide comprehensive, executive-level administrative support to the Department Chair. This includes managing correspondence, scheduling meetings, coordinating travel arrangements, and handling expense reimbursements. The role also involves assisting with the faculty promotion and tenure process, preparing materials for meetings, presentations, conferences, grants, and manuscripts, and acting as a liaison between the Department Chair and various stakeholders, including faculty, staff, students, and external partners. In the capacity of Administrative Coordinator, the individual will serve as the primary point of contact for departmental inquiries, assist in coordinating departmental initiatives, projects, and events, and maintain departmental records and databases. The role also includes academic support, where the candidate will collaborate with the academic team to facilitate course scheduling, student registration, and classroom management. Additionally, the candidate will support the development and dissemination of departmental communications, assist in maintaining the departmental website, and provide support for student admissions and events. The position requires a proactive approach to problem-solving and the ability to work collaboratively with diverse groups. The successful candidate will also be responsible for other duties as needed, contributing to the overall success of the department.

Responsibilities

• Provide comprehensive, executive-level administrative support to the Department Chair, including correspondence, managing calendars, scheduling meetings, coordinating travel arrangements and expense reimbursements.
• Assist with faculty promotion and tenure process.
• Prepare and organize materials for meetings, presentations, conferences, grants and manuscripts.
• Act as a liaison between the Department Chair and internal and external stakeholders, including faculty, staff, students, and external partners.
• Serve as the primary point of contact for departmental inquiries, directing them to the appropriate personnel.
• Assist in the coordination of departmental initiatives, projects, and events, including seminars, workshops, and conferences.
• Maintain departmental records, databases, and files, ensuring accuracy and confidentiality.
• Manage room and parking reservations.
• Collaborate with the academic team to facilitate course scheduling, student registration, classroom management and academic program administration.
• Assist in the preparation and distribution of course materials, syllabi, and evaluations.
• Provide administrative support for student admissions, including managing application materials and communication with prospective students.
• Support the development and dissemination of departmental communications, including newsletters, announcements, and social media content.
• Assist in maintaining the departmental website and other communication platforms, ensuring accuracy and timeliness of information.
• Serve as a resource for students, providing assistance with inquiries related to courses, programs, and departmental resources.
• Coordinate student events, workshops, and informational sessions, in collaboration with student organizations and departmental leadership.
• Assist in the administration of student awards, scholarships, and other recognition programs.
• Perform other duties as needed.

Requirements

• Bachelor's degree and three years experience required with a focus in healthcare or business administration, health policy, public health, or related field.
• Previous experience providing executive-level support in a fast-paced academic or professional environment.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.
• Strong communication and interpersonal skills, with the ability to interact professionally with diverse stakeholders.

Nice-to-haves

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe and familiarity with database management systems.
• Experience with event coordination, communications, and student support services is highly desirable.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.