Requisition no: 499088
Work type: Full Time
Location: Medical Center
Grade: Grade 103
Categories: Administrative Support
Job Type: Officer of Administration
Bargaining Unit: n/a
End Date if Temporary: n/a
Hours Per Week: 35
Salary Range: Commensurate with experience
Reporting directly to the Chief of Staff, the Administrative Assistant primarily provides general support to all center Principal Investigators in the Columbia Center for Translational Immunology (CCTI). Assists with research, educational and administrative activities. Works with the Principal Investigators and other research and clerical staff members to ensure a quality-based flow of work. Exercises discretion and judgment to organize priorities, complete tasks and handle confidential information.
Creates, maintains, and updates spreadsheets and databases including center personnel lists, seminar schedules and contact information.
Provides orientation to new Center members.
Manages conference room calendars including scheduling of meetings and appointments in a timely manner.
Organizes monthly and annual events such as standing meetings, seminars, holiday events and scientific retreats.
Assists in the preparation grant applications for submission as assigned by Grants Manager, and supports overall pre-award efforts for all PIs.
Assists Principal Investigators with travel plans including arranging airline, accommodations, auto rental and ground transportation reservations. Prepares Travel Expense Reports, Non-CU reimbursement forms, and other travel paperwork necessary for reimbursement processing. Submits receipts for reimbursement to conference/meeting sponsors and/or CU as appropriate.
Processes payment of invoices and reimbursement for Principal Investigators and lab members, and maintains appropriate records, allocations and knowledge of policies. Responsible for other financial processing duties and record keeping as assigned.
Meets regularly with Chief of Staff concerning assignments and prioritizes work for the day and the week, and participates in monthly staff meetings.
Works with the Chief of Staff and Director to review and communicate Center policies and procedures.
Ensures that the Principal Investigators and CCTI members are informed regarding CUIMC and CCTI news and events, schedule of appointments, project progress, etc.
Coordinates seminars, meetings, luncheons, lectures, conferences, etc. including scheduling, preparing agenda/itineraries, distributing reminders, and arranging for refreshments, conference room, and transportation/escort as needed.
Performs photocopying, faxing, filing, arranging print services as requested.
Orders office supplies, departure gifts, etc. as needed.
Organizes departure dinners and lunches, as well as gift collections and cards for life events.
Provides cross-coverage for other staff members for breaks, lunches, vacations, etc. and during variations in workflow as needed. Covers phones and desk for Executive Assistant during lunch break and as needed.
Performs related duties & responsibilities as assigned/requested.
Requires a bachelor's degree or equivalent in education and experience, plus two years of related experience.
Advanced typing skills and superior command of English language, including medical and scientific terminology.
Ability to process tasks rapidly and accurately.
Exceptional organizational skills and the flexibility to handle multiple tasks, priorities and deadline pressures.
Excellent interpersonal skills with ability to work independently and in a team environment.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Applications open: Apr 24 2019 Eastern Daylight Time