Executive Assistant and Administrative Coordinator

• Job Type : Officer of Administration
• Bargaining Unit :
• Regular / Temporary : Regular
• End Date if Temporary :
• Hours Per Week : 35
• Standard Work Schedule :
• Building :
• Salary Range : $73,000-$83,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training.

The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

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.

Responsibilities

1. Executive Support (40%) :

• Provide comprehensive, executive-level administrative support to the Department Chair, including (but not limited to) correspondence, managing calendars, scheduling meetings, coordinating travel arrangements and expense reimbursements.
• Assists 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.

2. Administrative Coordinator (55%) :

• 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.

Academic Support :

• 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.

Communications :

• 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.

Student Support :

• 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.

3. Other duties as needed (5%)

Minimum Qualifications

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.

Preferred Qualifications

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.

Equal Opportunity Employer / Disability / Veteran

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