Job description

535138

Medical Center

Faculty Practice Organization

Full Time

Opening on: Apr 6 2023

Grade 104

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Job Type: Officer of Administration

Bargaining Unit:
Regular/Temporary: Regular

End Date if Temporary:
Hours Per Week: 35

Salary Range: 70000-75000

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 Executive Assistant supports a dynamic, fast-paced executive-level team within the Faculty Practice Organization (FPO) and coordinates administrative support services between their assigned executive(s) and internal departments.

By exercising good judgment, discretion, confidentiality, and flexibility in their approach, the Executive Assistant will proactively anticipate the administrative needs of the executives that they support and create a culture of service excellence within the Executive Assistant cohort.

Responsibilities
Executive Support

Provides day-to-day administrative support to the assigned executive(s). Serves as the primary point of contact for a range of stakeholders. Greets visitors to the office in a welcoming and professional manner. Responds to complex requests, directs inquiries, and takes action, and follow up as appropriate. Maintains an active conduit of communication between the executive’s office, faculty, administrative departments, and the University administration.

Coordinates a broad variety of administrative tasks including managing complex calendars to assure effective and efficient use of assigned executive(s) time, composing and preparing confidential documents, and ensuring follow-up on all action items.

Coordinates all activities to support assigned executive(s) such as travel arrangements, expense reports, presentations, correspondence, meeting minutes, reserving meeting space, facilitating webcasts, and supporting special events, as needed. Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues.

Maintains the inventory of office supplies and equipment for the assigned executive(s) ensuring that purchases are made timely and in compliance with University Procurement Policies to maintain consistent operations for the business unit.

Prepares necessary purchase orders and related documentation for purchasing/accounts payable for approval by the appropriate FPO executive.

Monitors assigned budgets and audits expenses in alignment with executive(s) needs. Escalates any issues as appropriate to ensure timely resolution.

Processes expense reimbursements, invoices, and purchase orders.

Ensures appropriate level of support is arranged (and coverage is provided when necessary) in each assigned location to facilitate timely submission and resolution of facilities-related requests (heating/cooling, patch/paint, etc.).

Keeps executive(s) well informed of upcoming commitments and responsibilities including follow-up.

Provides broad administrative support to the FPO Board of Governance specialty committees affiliated with their assigned executives including but not limited to scheduling coordination, agenda preparation, taking meeting minutes, reserving meeting space, facilitating webcasts, and support for special events as required.

Communicates directly on behalf of the executive(s) in a professional manner bridging smooth and clear communications with internal departments and external constituents.

Project Management

Participates and supports assigned projects and initiatives. Executes tasks and coordinates task owner support and resources. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Monitors tasks, addresses any issues, and escalates issues for resolution as appropriate. Helps project lead research, collect data and prepare/conduct analysis as needed.

People

Promotes a service-oriented environment and culture of teamwork by collaborating with Executive Assistants to assure service excellence.

Promotes a service-oriented environment and staff professionalism and performance with coaching, training, and feedback. Mentors Administrative Assistants in individual and team accountability, modeling behavior, and demonstrating best practices/techniques.

Other

Ensures compliance with all regulatory agencies, departmental, Service Corp, and organization policies and procedures for all staff.

Keeps current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and ensures that all staff has successfully completed all required trainings.

Minimum Qualifications

Requires a Bachelor’s degree or the equivalent in education, training, and experience, plus three years of related experience.

A minimum of 3 years of related experience including providing administrative support to senior executives.

An equivalent combination of education and experience may be considered.

Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.

Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely.

Demonstrated proficiency in problem assessment, resolution, and collaborative problem-solving in complex, and interdisciplinary settings.

Ability to be a strong collaborator and support peers through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the organization.

Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, providers, and organizational stakeholders.

Ability to work independently and follow through and handle multiple tasks simultaneously.

Ability to work with a variety of individuals and groups constructively and respectfully while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.

Strong commitment to fostering diversity and equity.

Strong proficiency in Microsoft Office (Word & Excel) or similar software is required as an ability and willingness to learn new systems and programs.

Must be a motivated individual with a positive mindset and exceptional work ethic.

Occasional availability outside of core business hours may be required to support special events and committees depending on need.

Must successfully complete systems training requirements.

Preferred Qualifications

Familiarity with the University financial systems such as ARC.

Patient Facing Competencies

Minimum Proficiency Level

Accountability & Self-Management

Level 3 - Intermediate

Adaptability to Change & Learning Agility

Level 2 - Basic

Communication

Level 2 - Basic

Customer Service & Patient-Centered

Level 3 - Intermediate

Emotional Intelligence

Level 2 - Basic

Problem Solving & Decision Making

Level 3 - Intermediate

Productivity & Time Management

Level 3 - Intermediate

Teamwork & Collaboration

Level 2 - Basic

Quality, Patient & Workplace Safety

Level 3 - Intermediate

Leadership Competencies

Minimum Proficiency Level

Business Acumen & Vision Driver

Level 1 - Introductory

Innovation & Organizational Development

Level 1 - Introductory

Equal Opportunity Employer / Disability / Veteran

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

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