The Executive Assistant Is responsible for complete clerical detail and documentation of the Chief's Office. Reporting to the Administrator, maintains a close and highly responsive relationship to day-to-day activities and tasks of the Division Chief. Works mostly independently, receiving minimal supervision and guidance, but also accepts direction and seeks guidance as appropriate. Possesses expert knowledge of office routine, machines and information systems, as well as understanding of the academic organization, political protocol, programs and procedures related to the work of the Chief. Interacts in a courteous manner with all inside and outside of CU/Rheumatology at all times.
Maintains Chief's calendar, including continual refinement of scheduled meetings and appointments.
Contacts individuals, both internal and external, by telephone, correspondence or in person exercising own initiative and independent judgments.
Generates and proof-reads academic correspondence; prepares and distributes letters, abstracts, manuscripts, forms, letters of reference and reports on behalf of and for the Chief, which are often of a sensitive/confidential nature and maintains appropriate file copies.
Answers calls and emails in a timely and polite manner; places and accepts telephone calls on behalf of Chief.
Primarily responsible for ensuring all technical communications are up and running for all meetings/phone calls ahead of schedule.
Coordinates meetings, luncheons, lectures, conferences, etc. including scheduling, preparing agenda, distributing reminders, and arranging for refreshments, conference room, A/V, and transportation/lodging as needed.
Cross-covers for other staff members as needed/requested.
Prepares and processes requisitions for Purchase Orders, invoices, and travel and business expense reimbursements.
Maintains inventory of office supplies, a current list of all daily protocols, passwords and other activities of the Chief's office.
Performs special projects for the Chief and Administrator as may arise from time-to-time.
Arranges Chief's travel including arranging airline, accommodations, auto rental, and ground transportation reservations.
Prepares Travel Expense Report, Non-CU reimbursement forms, and any other travel paperwork necessary to process reimbursement and submits receipts for reimbursement to conference/meeting sponsors and/or CU as appropriate.
Assists faculty with meeting deadlines, mailing, overnight delivery, and ordering of office supplies as needed.
Performs related duties and responsibilities as assigned/requested.
Bachelor's degree or equivalent in education and experience plus three years of related experience
Advanced typing skills including use of Zoom and other such technology
Expert command of the English language, including medical and scientific terminology
Exceptional organizational skills and the flexibility to handle multiple tasks and deadline pressures
Effective analytical and problem solving skills with ability to make decisions quickly and independently
Excellent interpersonal and communication skills
Diplomacy and discretion to enable effective interactions with personnel at all levels of the organization
Ability to appropriately represent the Chief and the Division in a positive manner
Consistent, positive demeanor in the face of sometimes stressful communications
Ability to take initiative, but also accept direction and seek guidance appropriately
Successful completion of applicable compliance and systems training requirements
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 508770
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.