Administrative Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: 62,400.00 - 67,100.00

Position Summary

The Department of Neurology is seeking an administrative assistant to provide general office support to the Chief of Neuroimmunology, within the Center for Translational & Computational Neuroimmunology. Under the supervision of the division chief and the program manager, the incumbent will coordinate specific administrative tasks for ongoing projects and operations. We're looking for a candidate who can join us on-site. This role needs to have face-to-face interaction.

Responsibilities

Administrative (70%)

• Greets guests, answers multiple phone lines, and relays messages using sound judgment. Ensures the highest level of diplomacy and discretion when interacting with visitors and callers. Discerns the nature and purpose of visits and calls with professionalism and exceptional hospitality.
• Works with the Director to update and maintain calendar.
• Prepares correspondence, reports, forms, vouchers, work orders, and specialized documents related to the division from drafts, notes, brief instructions; proofreads materials for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.
• Performs difficult, complex, technical, and/or specialized office support work, which requires the exercise of independent judgment, the application of technical skills, and detailed knowledge of the activities and procedures specific to the department.
• Coordinate event logistics, which include daily/weekly/monthly meetings, conferences, travel arrangements and registrations.
• Purchase and manage office supplies.
• Prepare travel and general reimbursements and provide backup documentation.
• Perform related work as required.
• Coordinates with HR for the onboarding of new team members.
• Other duties as assigned.

Research (30%)

• Assist the division chief with the fellowship program and interviewing visiting professors, which includes arranging phone calls, scheduling interviews and meetings, and coordinating transportation and hotel.
• Follow-up with different business offices on research agreements, sponsor payments, and contracts as assigned.
• Assist in grant submission.

Minimum Qualifications

• Requires a bachelors degree or equivalent in education and experience.

Preferred Qualifications

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  Tact and good judgment in confidential situations and proven experience interacting with senior management is essential as well as excellent customer service and superior verbal and written communication skills.

  
  
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  Must be detail-oriented, adaptable, and work as a team player in a fast-paced environment.

  
  
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  Bachelor's degree in a related field.

  
  
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  Highly proficient Microsoft Office and Zoom skills, including ability to utilize advanced features in Outlook.

  
  

Other Requirements

• The ability to complete multiple tasks with competing priorities as well as to perform daily tasks with confidentiality and discretion is required.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.