• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $70,0000 to $90,000

Position Summary

REPORTING TO: The role reports to the Chair of the department Pathology and Cell Biology.

JOB PURPOSE: The role provides critical support to the Chair of the department Pathology and Cell Biology and undertakes senior administrative functions to ensure that the business development, operational and office management are carried out effectively and efficiently.

ABOUT Pathology and Cell Biology: At Columbia University Irving Medical Center, we are deeply committed to scientific, clinical, and educational excellence. The Department of Pathology and Cell Biology supports this mission with world class faculty and teaching programs, caring and diverse staff, and a culture of inclusion. Here at Columbia, our community believes that achieving excellence is inextricably linked to striving for the highest standards in diversity, equity, and inclusivity. We strive to build a strong sense of community that supports excellence across our academic programs and campuses. We stand together because diverse experiences, perspectives and values enrich every dimension of our work. We want working at CUIMC to be an experience that offers everyone the opportunity to grow both personally and professionally.

Responsibilities

Primary Responsibilities include, but are not limited to:

• Work directly with the Chair to support all aspects of their daily work routine.
• Maintain the Chair's calendar, including scheduling meetings, conferences, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Organize and prepare all meeting and event needs including but not limited to, room reservations, setting up virtual meeting spaces, compiling and disseminating all necessary documentation and information, attending meetings when appropriate and preparing meeting minutes and summaries.
• Draft, review and send communications on behalf of the Chair
• Serve as a primary point of contact for the Chair. Answer and respond to phone calls, visitors, and emails. Determine the priority of matters to communicate messages and information to the Chair; redirect matters for other staff to handle, or handle matters personally, as appropriate.
• Keep the Chair advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Provide coordination, monitoring, and communication of projects and programs managed by the Chair.
• Provide direct support for the Senior Management team as required
• Assist in the preparation of presentations, drafting of business-related documents, reports, tables and charts, internal and external communication and outreach
• Administration of the on-line attendance-recording of direct reports to the Chair
• Ensures coverage of Chair's suite during normal business hours
• Maintain an organized filing system of paper and electronic documents
• Maintain confidential and sensitive information.
• Coordinate submission of expense claims
• Manage office stationery and supplies.
• Routinely perform a wide variety of support duties.
• Liaise with other service providers, including IT, Public Safety, EH&S, Compliance, etc. as required
• Other duties as assigned

Minimum Qualifications

• Three years of related experience and a Bachelor's degree or equivalent in education and experience required.

Preferred Qualifications

• A minimum of 5 years of executive assistant duties reporting to senior management, strongly preferred
• Advanced knowledge of MS office applications, including Word, Excel, Outlook and Power Point
• Experience of working at Executive Assistant level with senior management and senior level clients, preferably at Board level
• Ability to manage complex and highly confidential information
• Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members
• IT literate
• Numerate with the ability to present and analyze data
• Excellent social skills, able to operate with diplomacy, tact and empathy
• A high degree of personal organization and self-management
• Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice;
• Ability to think proactively and laterally to maximize opportunities to promote the work of the organization
• A general understanding of higher educational institutions and urban medical centers

Advanced to expert application of the following core competencies:

• Time management
• Attention to detail
• Effective communication
• Project management
• Problem solving
• Decision making
• Data management

Other Requirements

• Ability to commute to the office Monday through Friday; flexible hours as needed